Finance and Administration Assistant

INTRODUCTION TO GGGI

The Global Green Growth Institute (GGGI) is a treaty-based international, inter-governmental organization dedicated to supporting and promoting strong, inclusive and sustainable economic growth in developing countries and emerging economies. To learn more please visit about GGGI web page. 

POSITION SUMMARY

This position will be based in Vientiane, Lao PDR, and report directly to GGGI Lao PDR’s Operations Officer, who leads the OEU. The position holder will work closely with other colleagues of OEU, other in-country staff, and liaise with key Operations Enabling Division units in GGGI’s HQ.

The primary role and responsibility of the Finance and Administration Assistant is to assist in maintaining and verifying project and output level budget execution and controls in line with GGGI policies and biannual work plan and budget (WBP); preparing project donor financial reports as per donor requirements; assisting the Operations Officer in drafting professional country-level operational guidance, conducting periodic asset counts, and supporting other OEU critical functions, such as but not limited to basic technology support, hiring and onboarding plans, contract management, raising requisitions and invoices for procurement of general supplies/IT equipment under the country threshold as well as supporting the logistics arrangement of the new project launching events as might be assigned by the direct supervisor.

PURPOSE

The role of the Finance and Administration Assistant is to ensure process integrity in GGGI Lao PDR’s program operations, fully meeting established institutional policies, standards and donor requirements across budget execution, donor reporting, procurement, HR processes implementation, administration and other operational functions.

In addition, the Finance and Administration Assistant will:

• Assist in monitoring and reporting on project and workstream activities to ensure efficiency and consistency with established work plans to support programme management.
• Assist in supporting the monitoring of project budget and track expenditures to ensure that programme resources are optimally allocated and utilized.

ENGAGEMENT

• Assist the manager to advise the team on the procedures, policies and tools of all operational transactions.
• Assist the manager to identify issues from across projects and workstreams and to advise project staff on remedial measures in order to maintain integrity of delivery and improve operational processes to increase efficiency.
• Communicate programme needs to service providers/suppliers and ensure that services/products are delivered in line with established agreements.
• Collaborate with other country teams, units, and divisions of GGGI on identified joint activity opportunities to ensure integrated delivery as “One GGGI”.

DELIVERY

• Verify data and ensure data entry and document consistency from spending and expenses of specific project/output management.
• Assist in managing the inventory of the assets of the Program including conducting periodic physical asset counts.
• Assist in identifying issues and risks that will affect consistent program and delivery and report to the manager.
• Maintain program filing system and safeguard standards of reporting/documentary quality to support reporting to donors and program stakeholders upon guidance from the supervisor.
• Develop, monitor/manage detailed procurement plans, requisition procedures, budget execution plans and schedules in line with yearly work programs and budget lines upon guidance from the supervisor.
• Consolidate financial documentation for projects and ensure accuracy of project financial reporting.
• Assist the direct supervisor in drafting proper operational guidance which might arise from the operations.

REQUIREMENTS

QUALIFICATIONS

• Bachelors degree or equivalent in business administration, economics, finance, accounting, statistics or other related field of study required.
• Experience in the provision of financial and administrative services in any field, and either private or public sector, will be an advantage.
• Preferably 1 year of professional experience, including internship experiences.
• Strong competence in the use of standard software programs: Excel, Word, PowerPoint and Outlook.
• Self-motivated, detail-oriented individual with good organizational skills.
• Excellent communication in English and Lao.
• A quick learner with ability to work under high pressure and tight deadlines.

FUNCTIONAL

• Team player, with result-oriented, creative, and entrepreneurial mindset to solve problems.
• Ability and willingness to work in a flexible and agile manner.
• Ability to perform strategic and technical analysis in tandem and under time constraints.
• Ability to work independently while proactively seeking concurrence and instructions.
• Excellent multi-cultural literacy and interest in being a part of an international team working in an evolving and entrepreneurial environment.
• Excellent communications and facilitation skills.
• Highly organized and able to effectively and efficiently multi-task and prioritize.
• Comfortable working both in a team and independently  

CORPORATE

• Understands and actively supports GGGI's mission, vision and values.
• Outstanding stakeholder engagement, client relationship, communication, teamwork, and consensus building.
• Process and share information easily and excellent at problem solving.
• Manage emotions and stress positively, build rapport and resolve conflict easily.
• Promote creativity and innovation among staff.
• Work effectively with other teams of a high degree of cultural and professional diversity.

WORKING CONDITIONS

The Project Assistant is an X4 grade level in GGGI salary scale (national scale). Determination of base salary is subject to candidate's experience, academic background and internal equity. GGGI provides 15% of base salary towards retirement plan/long-term savings, 27 days of annual leave, and private health insurance that covers dental and vision.

GGGI is committed to providing a work environment that is sufficiently flexible to accommodate diverse life-cycle challenges and assist Staff members to achieve a better balance between work and personal/family commitments, thus ensuring high performance, long-term productivity, and well-being of Staff members.

ABOUT THE PROGRAM

The GGGI Lao PDR program has been expanding rapidly in the areas of climate change, green cities and green investment mobilization. Since 2018, GGGI has been implementing a range of Readiness and Preparatory Support Program projects focused on building national capacity and policy for green finance, capacity building, climate modelling, energy efficiency, electric mobility and climate policy. GGGI has also undertaken a range of activities and projects to support Lao PDR’s Nationally Determined Contribution (NDC), including in cooperation with the NDC Partnership. In addition, GGGI Lao PDR is working with a range of other partners to engage and implement climate solutions in Lao PDR. The country office has workspaces in the Ministry of Planning and Investment, Ministry of Natural Resources and Environment and the Ministry of Public Works and Transport at central level, as well as the Vientiane Capital and Champassak Province governments.

GGGI Lao PDR's Operations Enabling Unit (OEU) provides programmatic support across the country portfolio, in key areas such as administration, event management, travel, procurement, human resource management, budgeting and finance, financial reporting, monitoring and evaluation and communications. As GGGI Lao PDR's portfolio grows and complexifies, so do the functions and activities of the OEU team. GGGI is seeking a Finance and Administration Assistant to support OEU.