Administrative Assistant, LAC Regional Office

Based in Mexico City, the Administrative Assistant will provide administrative support to the LAC Regional Office and, as required, to other country offices in the region without installed administrative staff. The Administrative Assistant’s role will enable the successful delivery of regional and country programs through administrative tasks which include operational functions in GGGI’s Enterprise Resource Planning system, raising invoices, organizing workshops and meetings, organizing travel arrangements, overseeing general office management, taking notes, procuring supplies and materials, supporting office well-being and staff engagement, supporting expat staff in administrative requirements related to relocation, and supporting administrative needs of regional initiatives. Delivery of all administrative tasks shall be completed in compliance with GGGI policies, rules, guidelines, decisions, and processes.

INTRODUCTION

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 the private sector to help build strong economies that are more efficient and sustainable in the use of natural resources, less carbon intensive, and more resilient to climate change. GGGI supports stakeholders through complementary and integrated workstreams that deliver comprehensive products designed to assist in developing, financing, and mainstreaming green growth in national economic development plans.

GGGI has a diverse portfolio of programs in developing countries around the world. 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 countries’ development priorities.

CONTEXT

GGGI’s LAC Regional Office, located in Mexico City, Mexico manages and coordinates GGGI’s portfolio of programs across the Latin America and Caribbean Region. The LAC Regional office engages with regional organizations, develops new programs, manages engagement with countries interested in joining GGGI as a Member,and oversees the strategy, implementation and communication of results across eight country programs. The LAC regional office is led by the Director & Head of Programs Latin America and the Caribbean. The LAC Regional Office is based in Mexico City and shares two offices with the GGGI Mexico Program, both of which are hosted by GGGI’s government counterpart in the country; the Secretariat of Environment and Natural Resources. The Administrative Assistant will report to the Regional Operations Management Officer and will provide administrative support to regional office staff and projects, and where relevant, to country teams without installed administrative staff.

PURPOSE
Take responsibility for day-to-day administrative activities for successful functioning of the LAC Regional office; Arrange and organize workshops, conferences and meetings; Support team members in project related administrative tasks for procurement, finance and HR in coordination with operations staff; Lead green office and green event initiatives; Other administrative support as needed and/or requested.

ENGAGEMENT
Work closely with the LAC Regional Director, the Regional Operations Management Officer, and other GGGI Regional office staff, and as requested, other country office staff, to support administrative aspects of program and project implementation; Engage with internal and external stakeholders to plan and organize meetings, develop an agenda and take notes; Liaise with regional office staff, country teams, HQ staff, and external stakeholders; Support the team in preparation of events, travel, reporting and record-keeping; Support administrative tasks related to the financial, procurement and operational delivery of regional office projects; Support initiatives to enhance staff well-being and engagement;

DELIVERY
Perform administrative support as required, including but not limited to note taking, agenda development, calendar updates, scheduling of meetings, event organization, travel arrangements; Support finance and procurement staff in administrative functions related to payments, budgets, procurement, and hiring processes in compliance with donor conditions, GGGI's Rules and Regulations, and internal systems; Support regional engagement initiatives through in person and virtual meetings, social events, learning opportunities, and knowledge sharing; Support high quality document management and record keeping of project documents through GGGI’s internal tools and systems; Coordinate the development of presentations, documents, and tools as appropriate; Coordinate onboarding of new staff and consultants in consultation with hiring managers; Support relocation arrangements for expatriate staff;

REQUIREMENTS

QUALIFICATIONS
Completion of secondary education with at least 3-4 years of relevant experience in office management or administration roles Bachelors degree in business administration, finance, accounting, human resources, or other related field of study is considered advantageous. Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.) Intermediate English proficiency is required Ability to prepare written reports and business correspondence, both in Spanish and English Experience/knowledge of green growth, climate change 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 budgets, 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. Has strong client orientation. Processes and shares information easily and is excellent at problem solving. Manages emotions and stress positively, builds rapport and resolves conflict easily.

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
Mexico City CDMX Mexico

Salary Criteria