Finance, Procurement and Administration (FPA) Associate, Mexico
Based in Mexico City, the Finance, Procurement and Administration (FPA) Associate will support the execution of the GGGI Mexico Country Officeโs project portfolio by enabling all required operations, ranging from human resources, finance, procurement, travel, to any other administrative related requirements.
Aligned with GGGIโs rules and regulations, the FPA Associate will carry out operative processes such as financial monitoring, reporting to donors, processing and delivery of procurement contracts, monitoring of purchase orders, conducting or supporting recruitment and human resources processes, travel requests and claims, IT asset oversight, among others.
To carry out his/her role, the FPA Associate will report directly to Mexicoโs Deputy Country Representative (DCR) plus work closely with Mexicoโs Country Representative (CR), Project Managers, and will engage with other staff of the Operations Enabling Department (OED) at GGGIโs headquarters in Seoul, when required.
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.
PURPOSE
Ensure process integrity across a wide range of services relevant to areas such as finance, human resources, procurement, IT, and travel, meeting established GGGI policies, standards, and donor requirements, ensuring value for money and compliance, as well as to carry out other operational administrative functions. Lead GGGI Mexico Officeโs finance, procurement and administrative operations and find solutions to ensure the efficient execution of these processes and the commitments they entail. This will require an agile approach to work, be highly organized, while also displaying a detail and service-oriented approach, since the Finance and Administration Associate will support both internal and external clients. Take responsibility for assigned day-to-day administrative activities for effective functioning of the Mexico Country office.
ENGAGEMENT
Work closely with the Mexicoโs CR, DCR and the Project Managers to keep an adequate and timely monitoring of the budget execution and its implementation. Support GGGI staff with administrative aspects of program and project implementation. Oversee the Administrative Associateโs assigned work to keep a coordinated and strong OED performance altogether. Engage with internal and external stakeholders to guarantee compliance of GGGIโs HR, Procurement, Events, and Travel related processes. Provide clear information on process delivery requirements to the Mexico office staff and external stakeholders.
DELIVERY
Prepare and update, as needed, project budgets under relevant budget categories (chart of accounts and donor expense categories). Prepare monthly monitoring of project budgets, highlighting potential risks in the budget execution. Prepare financial reports to donors and provide support for financial auditing by gathering the relevant information. Carry out transactions in the ERP, such as requisitions, amendments, payments (for individual consultants, firms and general providers), submission of claims, procurement of equipment and services, among others. Keep monthly track on procurement progress and commitments. Keep monthly monitoring of staff time by project (Timesheets record). Prepare monthly Corporate Credit Card reconciliation and register all related expenditures. Be responsible for the office management activities, including meeting room management, office spaces, supplies and IT management. Assist and promote Green Office initiatives and ensure we meet our Green Office Guide for all operations. Assist with the recruitment processes of Staff, Consultants and Interns through the E-Recruitment system, including uploading ToRโs for GGGIยดs website publication, setting up interviews with candidates and following up throughout the process until final candidate is contracted and onboarded. Support the recruitment and onboarding of new staff and individual consultants. Advise the Mexican team and increase awareness of internal administrative procedures in the areas of office management, recruitment and onboarding of new personnel and consultants, travel, conference/event management, IT, and other relevant regulations, rules, and guidelines. Assist the team in all procurement above USD 10,000, including negotiation definition between project leads and vendors, contract issuance, authorization of payments, submission of claims, requisition transactions, others.
REQUIREMENTS
QUALIFICATIONS
(Required) Bachelor's degree in administration, economics, finance, public administration, management, or any discipline related to the assignment. (Plus) Postgraduate in the abovementioned areas/fields. (Required) At least 4 years of professional experience in the above fields. (Plus) Working experience with international or technical assistance organizations that deliver donor funded projects (Required) Substantial proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.), as well as Enterprise Resource Planning (ERP) or similar software. Experience working in teams with varied levels of responsibilities. Experience coordinating integrated service platforms with the team, ensuring service quality and compliance. Strong Spanish and English communication (speaking, writing and presentation) skills. Mexican citizen or entitled to work in Mexico.FUNCTIONAL
(Required) Exceptional prioritization, time management and organization skills (Required) Solid hands-on expertise in Microsoft Office, databases, and Excel (spreadsheets) (Required) Exceptional ability to pay attention to details, particularly when it comes to budgets, recruitment, and detailed operative processes. (Required) High level of attention to detail and accuracy (Required) Self-motivated, proactive, fast learner, good communicator, quick to adapt to new environment, systems and bring immediate contribution. (Required) High literacy with systems, processes, and high level of analytical thinking. Ability to prepare written reports and business correspondence, both in Spanish and English. Self-initiative, motivated and team oriented, with capacity to work under pressure. Strong ability to work with little supervision and/or virtually, while maintaining productivity. Ability to produce deliverables with minimal supervision. Service oriented to internal and external clients, with demonstrated abilities to find solutions, resolve problems and overcome challenges.CORPORATE
Understand and actively supports GGGIโs mission, vision and values. Promote an organizational culture of trust, transparency, respect and partnership. Excels at problem solving, ask questions and seeks support when needed, shares easily information and knowledge with others both internally as externally. Manage emotions and stress positively, builds rapport and resolves conflict easily. Be able to lead where needed and provide solutions to project-level challenge. Strong understanding and ability to execute operational processes that lead to successful project delivery.INTRODUCTION
Based in Seoul, the Global Green Growth Institute (GGGI) is an intergovernmental organization founded to support and promote a model of economic growth known as \"green growth\", which targets key aspects of economic performance such a poverty reduction, job creation, social inclusion, and environmental sustainability. GGGI works with countries around the world, building their capacity and working collaboratively on green growth policies that can impact the lives of millions. The organization partners with countries, multilateral institutions, government bodies, and private sector to help build economies that grow strongly and are more efficient and sustainable in the use of natural resources, less carbon intensive, and more resilient to climate change.
GGGI has a growing portfolio of programs in developing countries and emerging economies around the world, managing a diverse set of programs and projects focused on four key thematic areas of energy, green cities, water, and land-use as well as the cross-cutting areas of climate change and socially inclusive development, all of which contribute significantly to the potential for achieving green growth in developing countries. 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 countriesโ development priorities.
WORKING CONDITIONS
The chosen candidate is expected to be based in Mexico City, Mexico, and will report directly to the Deputy Country Representative (also based in Mexico City). This is a national position and does not include relocation benefits.
The Finance, Procurement and Administration (FPA) Associate is a National Position at X6 grade level in GGGIโs national salary scale. 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.
Child protection โ GGGI is committed to child protection, irrespective of whether any specific area of work involves direct contact with children. GGGIโs Child Protection Policy is written in accordance with the Convention on the Rights of the Child.