Executive Assistant (Talent Pool)

Grade: AS-D
Deadline: 24 September 2023 (11:59 PM KST)
Job Category: Local
Salary: KRW 64,659,500 net

[THE TALENT POOL IS VALID FOR TWO (2) YEARS. SOME VACANCIES ARE IMMEDIATELY AVAILABLE. BY APPLYING, YOU AGREE THAT GCF MAY KEEP YOUR PROFILE ON ITS DATABASES AND REACH OUT TO YOU AS AND WHEN A VACANCY ARISES.]

Introduction
The mission of the Green Climate Fund is to assist developing countries to respond to climate change while bringing prosperity to their people.

Established in 2010, the GCF invests in transformational climate projects in the developing world. The Fund makes an ambitious contribution to global climate action and channels significant financial resources into developing countries to help build low-emission and climate-resilient societies. It is country-driven and undertakes actions that reflect the circumstances of each country concerned and its national aspirations. The GCF is a key enabler of the 2015 Paris Agreement on Climate Change.

Since its establishment, the GCF has approved 216 projects in 129 countries and has committed USD 12.0 billion in climate finance. In addition, it has built up an extensive program to support developing countries to identify their needs, in particular, those who are most vulnerable to climate change impacts.

The GCF’s diverse workforce is advancing its mission from its headquarters in South Korea. Our talented staff makes unique contributions to the Fund, enriching the institution through their combined expertise and professional commitment.

Position Objective

Under the direction of the Chief Financial Officer/Chief Operating Officer (CFO/COO), the Executive Assistant is expected to demonstrate proficiency and expert-level skills, including the ability to operate within broader contexts, anticipate needs, and maintain high standards in administrative support while adapting to various demands. The Executive Assistant will ensure consistent service delivery and uphold the Fund’s high standards through quality execution of responsibilities.

Purpose

• Apply specialized knowledge to support administrative and operational delivery of functions.
• Collect, organize, and analyze information to contribute to the development of required documents and materials.
• Assist with pertinent administrative tasks, including procurement, budget, and travel coordination to maintain streamlined workflows.
• Manage the calendar and scheduling of meetings and appointments, ensuring discretion, effective time management and appropriate protocol in organizing meeting and engagements with VIPs, high-level officials and their respective offices. Prioritize meeting requests, handle documentations and manage meeting coordination, ensuring the office operates efficiently.
• Anticipate and independently address major administrative issues, recommend solutions and identify barriers to efficiency.
• Plan, arrange, and support logistical requirements for presentations, events, and meetings.
• Review and uphold high standards for internal and external communications, improve communication procedures, manage correspondence and synthesize reports, papers and other documentations.

  Engagement

  • Identify operational factors impacting consistent delivery of administrative tasks and advise on remedial approaches.
  • Act as a focal point for correspondence management, ensuring clear, objective and high quality control over communications and exchange of information.
  • Coordinate with internal and external stakeholders and appropriate Divisions and Offices to support achievement of objectives.
  • Determine required referrals, prioritize, and follow up on sensitive or confidential inquiries.
  • Collaborate with internal units to identify factors affecting transaction delivery and approaches to maintaining and enhancing quality.
  • Handle sensitive or confidential inquiries, determine priorities, and recommend immediate actions, while ensuring discretion in all interactions.

    Delivery

    • Ensure high-quality standards of all internal and external communications, advising on procedure improvements.
    • Maintain alignment of administrative operations with overall policies and procedures of the Fund.
    • Organise logistical priorities for meeting engagements, conferences, Board meetings, and official travels.
    • Plan, organize, and schedule mission travel, ensuring all processes, visas, flights, and security arrangements are in place. Process and facilitate back-to-office mission reports.
    • Support all engagement activities, responding to requests for materials required for events, meetings, conferences, among others. This includes internal engagements and meetings of the Senior Management Team, Unit Heads, and/or All Staff.
    • Manage the workflow with high discretion and sensitivity to all matters.
    • Sustain consistent quality in service deliverables under different operational and environmental conditions/demands.
    • Perform any other functions as may be assigned.

      Requirements (Education, experience, technical competencies required of the job)

      • Bachelor’s Degree in Administration, Management, or a related field.
      • Minimum 7 years of relevant experience to perform the functions of the role, preferably from an international organisation setting
      • Proficient in the use of monitoring and management tools
      • Highly-organised and detail-oriented, with strong ability to multi-task and deliver quality work on time under pressure
      • Ability to keep track of and reconcile multiple data sources with minimum error
      • Experienced in use of Excel advanced functions, other Microsoft office suite products, and project management software (e.g. Asana or similar)
      • Highly collaborative, team player and experienced in working in multi-cultural organizations and in a fast-paced environment
      • Reliable with confidential information and materials
      • Excellent written and oral communication skills in English, and experienced in preparing high quality written briefings, minutes, presentations, reports, and other documents.

        The closing date for application is 24 September 2023. Applications submitted after the deadline may not be considered.

        *The person assessed by the Selection Panel as most suitable for the position will be proposed for appointment. Selection among short-listed candidates will also take into account performance at interview, appropriate testing, and references.

        Applications from women and nationals of developing countries are strongly encouraged.