Avis de recrutement : Recrutement d’un(e) Administration et finances, associé principal aux opérations, bureau régional pour l’Afrique basé en Cote d’Ivoire.

Avis de recrutement : Recrutement d’un(e) Administration et finances, associé principal aux opérations, bureau régional pour l’Afrique basé en Cote d’Ivoire.

PURPOSE

The Senior Operations Associate manages GGGI’s program support in areas including the finance, budgeting, logistics and procurement and administrative facilities (such as office space, equipment, and project vehicles). The Senior Operations Associate will analyse current operations practices (Finance, HR, Procurement, Facilities and IT) and identify areas for improvement to streamline practices and reduce inefficiencies in the region. S/he is responsible to ensure the regional program implementation is in accordance with GGGI’s systems, finance rules and policies and the donor requirements under each specific grant agreement. This includes financial management, budget and timesheet management, donor reporting and contract management.

ENGAGEMENT

• Manage all aspects of finance, administrative, human resources, and logistics management of Regional Office.
• Ensure adherence to applicable operational systems of GGGI and compliance with GGGI’s donor requirements, Country Program Framework and Host Country Agreement (HCA).
• Responsible for the financial and budget management of the regional office. Ensure the process integrity and compliance with GGGI’s finance regulation, finance policies and procedures and finance manual.
• Contribute to solving program management issues, planning issues, and issues with external authorities and partners.
• Coordinate and solve technical and system related issues concerning Finance, HR and Procurement with GGGI’s HQ in Seoul.
• Ensure smooth running of office management, administrative and procurement processes in attaining of objectives against established timeframes.
• Ensure regular and consistent messaging and communication is maintained with donors, pertaining to grants/contracts management (include grant and contract closing)
• Engage with officials within the different governments on administrative arrangements and other compliance related issues
• Provide administrative support ensuring high quality and accuracy of work for program implementation activities: involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative and financial actions;
• Works closely with the Regional Director to ensure effective country program delivery.

DELIVERY

• Finance: Prepare and assist reconciliation of bank, cash and DOAC (Defrayment of Attendance Costs). Prepare all payments, cash withdrawal by bank and clearing cash advances, Enter all payment vouchers, receipt vouchers and other journals into Agresso on daily basis, Assist in planning, analyzing, expenditure tracking and forecasting of monthly program expenditure. Assist Regional Director to coordinate and manage GGGI wide audit which include internal and external audit. Manage procurement activities of the region and regional office ensuring adherence to decentralized and centralized procurement rules and regulations. Management the regional offices invoice registration and payment, Process Travel Claims (TCs), other travel entitlements such as Daily Personal Expenses (DPE) and Terminal Expenses for staff, consultants, meeting participants and other official travelers. Terminal Expenses for staff, consultants, meeting participants and other.

• Travel: Assist in preparation of quarterly travel plans.  Provide information and advice to the office, staff and consultants about travel services on the most direct, efficient, economical/cost-effective routings (including more complex itineraries) and airfare rates, as permitted by the rules and regulations, promoting a client-oriented approach consistent with GGGI rules and regulations. Ensure that Travel Claims are fully documented.  Process requests for visas and liaise with travel agent and/or national mission to ensure timely processing of visas. Keep the visa tracker up-to-date and take action on visa extension/renews as and when needed. Keep an up-to-date travel directory of all travels undertaken.

• Conference management: Assists in the organization of conferences, meetings, seminars and workshops requesting, collecting and recording all information, processing expense claims and reports on behalf of meeting participants; contributing to the management of the event/meeting including logistics, security, protocol, hospitality.

•  Administration: Assist in the organization of meetings, conferences and visits. Process incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate. Provide advice on support services entitlements and regulations in accordance with GGGI. Take responsibility for day-to-day administration activities as well work office space. Perform other administration support as needed in support to Operations Manager and Country Representative.

•  Human Resources: Assists the team in hiring process and onboarding of new staff as well as support wellbeing activities like coordinating birthday celebrations, active breaks, and promoting work ergonomics.
• Communications: Serve as information management focal point by collecting and providing easy access to information, articles, and research material that may be relevant to the GGGI program as well as act as community manager.
•  Verify data issues within nonstandard transactions.

QUALIFICATIONS

• A Bachelor’s degree in business administration, finance, accounting, or other relevant areas. Master’s degree is an added advantage.
• A minimum of five (5) years of progressive experience in office services including procurement, finance and related area (for those with secondary school) or four (4) years (for those with bachelor degree). Experience with the UN system or other international organization is a plus.
• Experience providing administrative support with an understanding of the structure and functioning of an international organization
• Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.), as well as Enterprise Resource Planning (ERP) or similar software.
• Exceptionally organized with excellent prioritization skills.
• An excellent command of spoken and written French and English.
• Ability to prepare written reports and business correspondence, both in French and English.
• High level of attention to detail and accuracy, especially to numbers.
• 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 coordinating successful functions and events (workshops, meetings, etc.) that are smoothly run and well-facilitated.
• Excellent communication, presentation and writing skills.

FUNCTIONAL

• Demonstrated experience in project and program monitoring, budgeting and delivery.
• Strong interpersonal skills with ability to maintain composure under pressure and to establish and maintain effective work relationships with people of different backgrounds.
• Demonstrates flexibility towards job requirements, and a willingness to do a variety of tasks as required
• Experience in supporting country offices in program development and implementation.
• Experience in event organization, outreach and communication.

Deadline : February 28^th, 2023

More details & Application process