Senior Assistant, London Office | Global Green Growth Institute | Abu Dhabi

Job description

Senior Assistant, London Office
Position Summary
The European Presence Office, located in London, is the base to the GGGI Representative in Europe, the Principal Green Investment Specialist, and the Principal Climate Finance Specialist. The position serves to ensure timely management and administration of all functions associated with the smooth running of the European Presence Office. The position supports the administration requirements of the office and its 3 executives. The position is reportable to the GGGI Representative in Europe, being a member of GGGI’s Office of the Director General (ODG), while being financed under the Investment & Policy Solutions Division (IPSD) of which the 2 other executives are members. The position requires flexibility to accommodate time zone differences, and has the following scope:
Location
United Kingdom
Contract Type
Staff
Grade
X5
Salary scale
Country Scale
Contract Duration
3 Years
Date to close
24/10/2017
Ref No
STA1649
PURPOSE
Office Management/Administration and Headquarters Assistance
Ensures consistent quality across a range of deliverables encompassing multiple processes associated with the European Presence Office (HMRC, payroll and pension, tenancy/landlord). Executes intricate multi-step processes, with difficult issues related to context and/or scope, including accounting information systems. Anticipates delivery challenges to ensure service continuity. Oversees and integrates related transaction services in an effective service platform.
Executive Support to the London based team
Organizes and coordinates all travel requirements, ensuring balance and prioritization in commitments and the avoidance of conflicts. Provides logistical support for meetings and project support for a range of projects (including recruitment).
ENGAGEMENT
Office Management/Administration and Headquarters Assistance
Identifies issues impacting on consistent service delivery, and recommends and implements remedial solutions. Anticipates client requirements and ensures alignment of services to meet client needs. Oversees provision of integrated platform across a range of services, assesses service delivery quality against needs, including financial/accounting reporting and procurement, and anticipates delivery challenges to ensure service continuity.
Executive Support to the London based team
Extracts and assembles presentation material, and documents relating to projects requirements. Ensures awareness of current updates by attending all briefing sessions, disseminating information on amendments/reviews, processes, procedures and formats.
DELIVERY
Office Management/Administration and Headquarters Assistance
Consistently provides sustained quality service through different operational and environmental conditions/demands. Provides a range of services across several areas (including Finance/Procurement/HR/IT). Continues to grow and develop client relationships and expectations relating to quality and consistency.
Executive Support to the London based team
Ensures delivery of administrative support in close coordination with the team. Examines current processes/procedures and identifies areas where improved alignment with business functions are possible. Identifies and creates processes/procedures relevant and specific to the European Office, updating and improving as required.
The General Roles And Responsibilities Include
Office Administration – Focal point for all corporate actions associated with the European Presence Office:
Working with global teams to forensically investigate any anomalies in supplier/consultant payments
Cross-functional experience and ability to communicate with a wide range of individuals, teams and departments
Manage contracts with external suppliers and service providers including outsourced payroll, travel, accounting and legal functions, including keeping track of contractual commitments
Manage invoicing procedures for all external suppliers and service providers; Overseeing payments and maintaining the financial tracker up to date
Monitor monthly expenditures of the London office and prepare report on plan vs actual
Manage coordination with existing systems in GGGI Seoul HQ, such as record management, budget, procurement and expense management
Monitor current budget; support creation of future budget
Reconcile the bank account held by GGGI in London
Manage the office equipment, furniture, IT hardware and software inventories, including the administration of disposal
Ensure full compliance with ERP requirements and GGGI procedures, such as record/contract management, budget, procurement, travel and expense management

Identify, create, and revise procedures specific and relevant to the European Presence office
Coordinate internal and client meetings; arrange telephone or web conference calls
Assist in the preparation of presentations, letters, reports, agendas and other ad]hoc documents in line with organizational guidelines, including specific editing and formatting (correct language, grammar). Facilitate meetings, including active involvement when relevant; taking minutes, preparation and distribution. Ensure all actions are followed up in a timely way, as directed in the minutes
Maintain Client Database – ensure all new contacts are registered and existing ones are up to date
Manage the day]to]day functioning of the office (supplies of stationery, equipment, facilities etc.)
Act as First Point of Contact for GGGI London Office i.e. facilitating visitors’ expectations
Answer calls, provide basic information (either by callers or visitors), and re]direct phone calls, respond to routine inquiries and keep record of important calls and visits
Receive, record and ensure that all GGGI incoming and outgoing mails/faxes/courier are delivered in a timely manner, and maintain effective filing system
London-based Team Support – Executive Support to the London-based team
Deliver professional secretarial, administrative and project support to the London]based Team
Ensure correct technical set]ups for meetings, workshops and conferences
Coordinate extensive complex International/European travel arrangements, manage hectic diaries and effectively resolve clashes, if necessary
Provide extensive project support including research, evaluation and analysis, document/presentation creation;
Support team with high volume of work, by ‘off-loading’ tasks to self
Coordinate individual requirements for each Executive; prioritising importance and timescale
Headquarters Assistance
Focal Point for all communications with Corporate Services – including Finance, Procurement, IT/CRM, Facilities, Events, Travel; and external communications with HMRC, Pension and Payroll providers
Manage all eventualities to ensure smooth running of the London Office
Provide assistance to Corporate Service Unit Logistics & Administration Team, as required
Perform other tasks and duties assigned by the GGGI Representative in Europe at the European Presence Office, and Head of Corporate Services, for any necessary alignments with Headquarters.
Requirements
QUALIFICATIONS
Bachelor’s degree in relevant fields such as Business Administration, Business & Management, Business Analysis.
At least five years of relevant work experience in office management, administrative and/or operational services.
Experience providing administrative assistance with an understanding of the structure and functioning of an international organization
Strong competence in the use of standard software programs: Excel, Word, PowerPoint and Outlook
Experience in an international setting and ability to work independently and taking initiatives in response to the organization and team’s demand
Excellent command of written and spoken English is a requirement.
FUNCTIONAL
The Individual Should Be
able to maintain a high degree of professional integrity
able to effectively communicate, listen to others, and be part of an environment of open communication
able to work with accuracy for detail, handle budgets and numbers, and be computer savvy
service-minded and ready to anticipate and provide necessary support to the team
willing to travel internationally, be curious about new environments and new countries
able to work effectively with other teams of a high degree of cultural/professional diversity
CORPORATE
GGGI needs a person who brings professional office management skills along with passion to the role: someone who has the grit to be part of an international organization working for a green development cause, someone who is proactive, dynamic and able to work together with minimal supervision. The successful candidate is a skillful team member with an ability to interact within and beyond GGGI, a thoughtful communicator, and a person with diplomatic skills who understands the dynamics in a diverse, global organization.
Seniority Level
Associate

Industry
Nonprofit Organization Management Government Administration Financial Services
Employment Type
Full-time

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