Administrative Assistant

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. 

GGGI has a diverse portfolio of programs in developing countries around the world. These in-country programs, together with global products and services, focus on delivering results through an integrated approach of evidence-based green growth planning and implementation aligned to countries’ development priorities.  

CONTEXT 
Among GGGI’s Latin America and the Caribbean programs, the Paraguay program is currently implementing a variety of projects partnership with different multilateral donors.

GGGI´s office in Paraguay was officially started in 2018 after signing the 6073 Law: “Agreement for the Establishment of the Global Institute for Green Growth” 2018. It has offices in the Ministry of the Environment and Sustainable Development (MADES). The GGGI program in Paraguay seeks to enhance the institutional capacity, strategic frameworks, and project portfolio of the Government of Paraguay to increase the mobilization of national and international climate finance and private investments for the implementation of the Nationally Determined Contribution and pursue low carbon development.

Within this context, GGGI Paraguay seeks an Administrative Assistant to support and delivery all administrative tasks in compliance with GGGI policies, rules, guidelines, decisions, and processes. 

POSITION SUMMARY
Based in Asunción City, the Administrative Assistant will provide administrative support to the Paraguay Office. The Administrative Assistant’s role will enable the successful delivery of Paraguay programs through administrative tasks which include understanding and proficient use of GGGI’s systems (ERP, E-recruitment, and E-procurement), raising requisitions and invoices, carrying out minor and low value procurement processes, supporting hiring processes, organizing travel arrangements, providing support in the organization of workshops and meetings, organizing financial information for reporting purposes, overseeing general office management, taking notes, conducting IT asset count, supporting office well-being and staff engagement, supporting expat staff in administrative requirements related to relocation, and supporting administrative needs of Paraguay initiatives. Delivery of all administrative tasks shall be completed in compliance with GGGI policies, rules, guidelines, decisions, and processes.

The Administrative Assistant will work under the supervision of the Finance, Administration and Procurement Senior Assistant and will also coordinate closely with the team members of the Paraguay and the Regional Office.

PURPOSE 
Carry out essential admin operations/transactions that require a basic understanding of GGGI’s rules, procedures, systems and tools, complying with established GGGI policies, standards, and donor requirements.
Take responsibility for day-to-day administrative activities for successful functioning of the Paraguay office.
Perform procurement related tasks to guarantee the programs’ successful and timely delivery.
Provide logistics support for the organization of workshops, conferences, meetings, and other events.
Support HR related tasks, in coordination with operations staff and HQ.
Support travel related tasks, abiding by GGGI’s rules and procedures, and making sure these processes are fully documented.
Lead green office and green event initiatives.
Other administrative support as needed and/or requested. 

ENGAGEMENT 
Work closely with the Paraguay Project Manager, the Finance, Administration and Procurement Senior Assistant, and GGGI staff to support administrative aspects of program and project implementation.
Engage with internal and external stakeholders to guarantee compliance of GGGI’s rules when carrying out HR, Procurement, Events, and Travel related processes.
Liaise with regional office staff, country teams, and HQ staff as required for the performance of duties.  

DELIVERY 
Perform administrative support as required, including but not limited to note taking, agenda development, calendar updates, scheduling of meetings, event organization, travel arrangements.
Support finance and procurement staff in administrative functions related to payments, budgets, procurement, and hiring processes in compliance with donor conditions, GGGI's Rules and Regulations, and internal systems.
Support program engagement initiatives through in person and virtual meetings, social events, learning opportunities, and knowledge sharing.
Support high quality document management and record keeping of project documents through GGGI’s internal tools and systems.
Coordinate the development of presentations, documents, and tools as appropriate.
Coordinate the onboarding of new staff and consultants in consultation with hiring managers.
Support relocation arrangements for expatriate staff.
Support administrative tasks related to the financial, procurement and operational delivery of country office projects.
Support initiatives to enhance staff well-being and engagement. 

REQUIREMENTS
QUALIFICATIONS 
Completion of secondary education with at least 3 years of relevant experience in office management or administration roles
Bachelor’s degree in business administration, finance, accounting, human resources, or other related field of study.
Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.)
Fluency in English or at least good written and spoken, is required.
Ability to prepare written reports and business correspondence, both in Spanish and English.
Experience/knowledge of green growth, climate change and sustainable development is a plus. 

FUNCTIONAL 
Able to achieve results in a quality, timely, and cost-effective way. Sees priorities, plans the efficient use of resources, and monitors progress against objectives.
Seek opportunities to improve processes and outcomes. Frequently review performance to identify areas to develop.
Respond positively to change, able to adapt quickly to new situations and bring an immediate contribution. Able to take on a diverse range of tasks equally effectively.
Exceptional ability to pay attention to details and accuracy, particularly when it comes to budgets, receipt and invoice organization, etc.
Fast learner. High literacy with systems, processes, and high level of analytical and logical thinking.
Self-initiative, motivated, and team-oriented, with the capacity to work under pressure and with little supervision.
Service-oriented to internal and external clients, with demonstrated abilities to find solutions, resolve problems, and overcome challenges.
Excellent interpersonal and communication skills.
Ability to work collaboratively in a multicultural environment.
Strong organizational and time management skills.
Important: Occasional time/schedule flexibility to interact with colleagues in other time zones (Latin America/HQ in Seoul, Korea).  

CORPORATE 
Understands and actively supports GGGI's mission, vision, and values.
Promote the optimum use of public resources.  
Promotes an organizational culture of trust, transparency, respect, and partnership.
Manages emotions and stress positively, builds rapport and resolves conflict easily.
Promote creativity and innovation among staff.  
Be able to lead where needed and provide solutions to project-level challenges.  

WORKING CONDITIONS
The Administrative Assistant is a National Position as X4 grade level in GGGI’s national salary scale. The salary range for the position starts at USD 15,435 per annum depending on qualifications and experience. GGGI provides 15% of base salary towards retirement plan/long 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. 

The chosen candidate is expected to be based in Asunción, Paraguay and will report directly to the Finance, Administration and Procurement Senior Assistant (also based in Asunción).