Recrutements au Sénégal

GGGI recrute 01 Senior Assistant Finance, Admin and Procurement

GGGI recrute 01 Senior Assistant Finance, Admin and Procurement

Description de l’offre

Senior Assistant Finance, Admin and Procurement

Global Green Growth Institute (GGGI)
Senegal
Grade: X5, Unspecified
Occupations: Finance, Budget and Accounting, Procurement, Supply and Logistics
Closing soon: 29 Oct 2021

JOB DESCRIPTION
Senior Assistant Finance, Admin and Procurement
The Senior Assistant Finance, Admin and Procurement is responsible for assisting the Country Program and integration of operations enabling services pertaining to administrative, travel, conference, and acquisitions management for the GGGI-Senegal.
S/he will perform basic process transactions across a range of administrative services relevant to the mentioned areas. The focus of this position is to provide administrative-related services serving high quality and accuracy of work.
The Senior Assistant Finance, Admin and Procurement implements the rules, guidelines, entitlements, and offers solutions to issues related to day to day office.
Promotes a client-oriented approach consistent with GGGI rules and regulations.
This position will report directly to the Senior Assistant, – Finance, Admin, HR and Procurement Coordinator, OED Focal Point.

PURPOSE
Working under the supervision of the Senior Assistant, – Finance, Admin, HR and Procurement Coordinator, OED Focal Point and the corresponding HQ teams, the Senior Assistant Finance, Admin and Procurement will be responsible for supporting the key service processes and daily administrative tasks to deliver on the operational requirements of the Senegal Country Program, among others; fully meeting GGGI policies, standards, and donor requirements and other operational and office administration functions. The Senior Assistant Finance, Admin and Procurement will ensure administrative processes are carried out effectively and will troubleshoot when needed to support a smooth overall operation. S/he implements the rules, guidelines, entitlements, and provides solutions to issues related to day to day office. Promotes a client-oriented approach consistent with GGGI rules and regulations.

ENGAGEMENT
• Supports project managers with effective project budget management and reporting including to donors;
• Supports program implementation in supplies and services acquisitions, administrative transactions in the Enterprise Resource Planning (ERP), quotations, evaluations, and registry of new vendors, travel logistics, conference planning and execution, and budget expenditure tracking;
• Supports and maintain relationships with service and goods’ providers/vendors;
• Carries out operational transactions according to GGGI’s rules and regulations and specific Grant Agreements with donors;
• Assists the team in record-keeping complying with GGGI and donor requirements.
• Explains logistics procedures and requirements in line with GGGI rules and regulations for all relevant matters;
• Supports any other OED operations as required by the Senegal-GGGI team.

DELIVERY
Finance & procurement
• Identifies suitable vendors (for good and services) and prepare quotations as per program requirements;
• Supports the development and administration of procurement plans and requisition procedures in line with yearly work programs and budget line.
• Creates Purchase Orders on GGGI systems;
• Processes payment requests, including invoice processing, workflow follow-up, sending of notification to the vendor, among others;
• Processes individual consultants’ payment;
• Coordinates cash advance and cash reconciliation requests for relevant projects.

Staff & external parties travel-related activities
• Collects information (flight quotation + DPE´s requirements) –passport and contact information; (Visa and invitation processing)
• Books hotel reservations and collect DPE’s receipt signed;
• Keeps track of airplane tickets purchase every month.

Events logistical support
• Prepares value-for-money quotations with venue providers as needed, providing a recommendation for vendor selection;
• Assists with event invitations and registration of participants;
• Assists with speakers’ travel arrangements and event participation as needed;
• Supports the event coordinator with logistic needs that arise;
• Creates of post-event evaluations and meeting minutes;
• Attends meetings when necessary.

HR & Staff engagement
• Assists onboarding of new staff;
• Aids the development of pieces of training for Senegal staff.
• Supports wellbeing activities like coordinating birthday celebrations, active breaks, and promoting work ergonomics.

Other administrative activities
• Supports physical asset counts;
• Supports program filing system and safeguard standards of reporting/documentary quality to support reporting to donors and program stakeholders.
• Supports effective GGGI car-fleet management based on related rules and regulations;
• Takes responsibility for day-to-day administration activities as needed, as well as work office space.
• Performs other administrative support as required in support to the Country Representative and the Senior Assistant, – Finance, Admin, HR and Procurement Coordinator, OED Focal Point.

REQUIREMENTS
QUALIFICATIONS
• A Bachelor’s degree in administration, business, accounting, public policy, finance, or other relevant field or equivalent experience is a must;
• At least 3 years of relevant experience in administration roles, preferably in international organizations at the local level;
• Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.);
• Must be a Senegalese Citizen or a foreigner holding a valid Work Visa;
• Exceptional ability to pay attention to details, particularly when it comes to event logistics, budgets, petty cash management, quotations, receipt and invoice organization, etc.;
• Fast learner, quick to adapt to new environment, systems and bring an immediate contribution. High literacy with systems, processes, and high level of analytical and logical thinking;
• Strong oral and written English and fluency in French is essential. Ability to prepare written reports and business correspondence, both in French and English;
• Self-initiative, motivated, and team-oriented, with the capacity to work with little supervision.
• Service-oriented to internal and external clients, with demonstrated abilities to find solutions, resolve problems and overcome challenges;
• Strong and matured interpersonal skills and proven ability to work with multi-cultural teams;
• Ability to work well under pressure and have a flexible approach to tasks given;
• Experience/knowledge of green growth 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 and able to adapt quickly to new situations. Able to take on a diverse range of tasks equally effectively;
• Expertise with reliable hands in Microsoft Office;
• Exceptional ability to pay attention to details and accuracy, particularly when it comes to event logistics, budgets, petty cash, quotations, receipt and invoice organization, etc.;
• Fast learner, quick to adapt to new environment, systems and bring an immediate contribution. 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.

CORPORATE
• Understand and actively supports GGGI’s mission, vision and values.
• Promote the optimum use of public resources
• Promote an organizational culture of trust, transparency, respect and partnership.
• Process and share information easily.
• Manage 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 challenge.

Child protection – GGGI is committed to child protection, irrespective of whether any specific area of work involves direct contact with children.
GGGI’s Child Protection Policy is written in accordance with the Convention on the Rights of the Child.
COMMENT POSTULER ?
Apply online to this job :

https://careers.gggi.org/vacancy/senior-assistant-finance-admin-and-procurement-462890.html

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