CFAN Finance and Administrative Associate

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. 

ABOUT THE PROGRAM

The Climate Finance Access Network (CFAN) was established to support developing countries in accessing finance to achieve their climate objectives. By cultivating a network of highly trained climate finance advisors, CFAN builds the capacity of developing countries to (1) identify the sources and instruments for delivering climate finance, (2) establish relationships with climate finance providers, and (3) structure financing for mitigation and adaptation investments. CFAN works across developing countries with a focus on Least Developed Countries and Small Island Developing States. CFAN work in the Pacific was funded by the Government of Canada from 2021 and is funded by the Department of Foreign Affairs and Trade (DFAT) of Australia from June 2023 until June 2026 with the Global Green Growth Institute (GGGI) as a delivery partner.

The CFAN project has two major outcomes which include (1) increasing the mobilization or access of climate finance in eight countries (namely Fiji, Kiribati, Papua New Guinea, Samoa, Solomon Islands, Tonga, Tuvalu, and Vanuatu) and (2) building the 8 Pacific countries’ capacity to access climate finance. CFAN Advisors have been hired and deployed in these countries to deliver green investment project development to attract and secure a much-needed climate finance and knowledge transfer. In addition, five CFAN Senior Associates will be hired for Papua New Guinea, Samoa, Solomon Islands, Tonga and Tuvalu to support the CFAN advisors, enhance the engagement with stakeholders. and deliver results in those five countries. To support the growing engagement of and execution of the CFAN program in the region, a CFAN Finance and Admin Associate will be hired by GGGI to work closely with the CFAN team on administrative, financial and operational aspects of the program, including human resources and procurement.

 

POSITION SUMMARY

The CFAN Finance and Admin Associate is responsible for assisting the CFAN Pacific Regional team to integrate and deliver enabling services pertaining to administrative, travel, conference, procurement, and acquisitions management for the GGGI office based in Suva, Fiji.  S/he will carry out operative processes such as financial monitoring, reporting to donors, processing and delivery of procurement contracts, tracking of purchase orders, supporting recruitment and human resources process, IT asset oversight, among others. The Associate 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 Regional Technical Lead for the Pacific who is the CFAN Project Manager, and indirectly to the Pacific Regional Director.

 

PURPOSE

• Is responsible for supporting the key service processes and daily administrative tasks to deliver on the operational requirements of the CFAN program including support to relevant CFAN work in the countries.
• Ensure process integrity across a wide range of services related to areas such as finance, human resources, procurement, logistics arrangements in line with established GGGI polices, standards and donor requirements, ensuring value for money and compliance, as well as carry out other operational, and administrative functions
• Ensures administrative, finance and operational processes are carried out effectively and will troubleshoot when needed to support a smooth overall operation.
• 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 CFAN Project Manager with effective project budget management and reporting 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 in compliance with GGGI and donor requirements.
• Explains logistics procedures and requirements in line with GGGI rules and regulations for all relevant matters.
• Supports in carrying out communications of activities and results, including donor and annual reporting.
• Supports any other OED operations as required by the CFAN Pacific-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.

 

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 post-event evaluations and meeting minutes.
• Attends meetings when necessary.

 

HR & Staff engagement

• Assists onboarding of new staff.
• Aids the development of trainings for Fiji and Regional 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.
• 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;
• Preferred 4 – 5 years of relevant professional 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 Fiji 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 is essential. Ability to prepare written reports and business correspondence, in 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.
• Seeks opportunities to improve processes and outcomes. Frequently review performance to identify areas to develop.
• Responds positively to change and able to adapt quickly to new situations. Able to take on a diverse range of tasks equally effectively.
• Must be proficient 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

• Understands and actively supports GGGI’s mission, vision and values.
• Promotes 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.
• Manages emotions and stress positively, builds rapport and resolves conflict easily.
• Strong ability to work independently and/or remotely, while maintaining productivity.
• Excellent English oral and written communication skills; including public speaking.
• Promotes creativity and innovation among staff.
• Able to lead where needed and provide solutions to project-level challenges.

 

WORKING CONDITIONS

The Associate is an X6 grade level in GGGI’s National salary scale. Determination of base salary is subject to candidate’s experience, academic background and internal equity. 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. 

The chosen candidate is expected to be based in Suva, Fiji and will report directly to the Regional Technical Lead for the Pacific (also based in Suva, Fiji).

This is a national position and does not include relocation benefits.

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.