Administrative Assistant, Mexico Country Programme [Mexico]

 

Based in Mexico City, the Administrative Assistant will provide administrative support to the Mexico Country Office by enabling the successful delivery of the country program’s portfolio through administrative tasks which include carrying out procurement processes, supporting human resources processes such as hiring consultants, organizing travel arrangements, providing support in the organization of workshops and meetings, organizing financial information for reporting purposes, as well as enabling an efficient management of GGGI Mexico offices. 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

Over the last decade, the Global Green Growth Institute (GGGI) has consolidated its role as a trusted advisor to Mexico’s federal and subnational governments, actively working shoulder-to-shoulder with key counterparts to establish a strong green growth foundation in the country. In 2014, the Mexican Senate ratified the Agreement for the Establishment of GGGI, which signals Mexico’s commitment to green growth and its recognition of the shared value of this development paradigm in cooperation with GGGI. In 2021, the Country Agreement between GGGI and Mexico was signed between the Mexican Foreign Affairs Secretariat and GGGI; hence, formally recognizing GGGI as one the country’s key partnering international intergovernmental organizations.

From its inception in Mexico (2013), GGGI has supported the federal government to develop the National Climate Change Strategy and the Special Climate Change Program. From there, GGGI expanded its work to support the government with tools and analyses to manage air quality, improve public transport, reduce the use of private vehicles and promote cleaner, more efficient mobility. GGGI has also partnered with the Secretariat of Environment and Natural Resources (SEMARNAT) to develop workstreams at the subnational level. One such initiative (2013) was GGGI’s technical and advisory role for the Environmental Commission of the Megalopolis (CAMe), where GGGI supported efforts to improve the air quality of the region. In addition, GGGI worked alongside the State of Sonora to develop and adopt its Green Growth Strategy (SGGS) and governance mechanism, which has been instrumental for the development of green growth initiatives in the state in line with the priority areas of the GGS. In more recent years, GGGI has also partnered with Mexico’s Secretariat of Finance and Public Credit (SHCP) and the Green Climate Fund (GCF) to improve the climate finance architecture in the country and enhance Mexico’s access to climate finance through preparing local financing institutions to access funds from the GCF. The latter has opened the doors for GGGI to Mexico’s financial system, enabling to work with regulators and regulated entities for mobilizing green finance. Lastly, Mexico also hosts GGGI’s Regional Office for Latin America and the Caribbean.

PURPOSE

• Carry out essential admin operations/transactions that require a basic understanding of GGGI’s rules, procedures, systems, and tools, complying with established GGGI policies, standards, and donor requirements.
• Take responsibility for assigned day-to-day administrative activities for effective functioning of the Mexico Country office.
• Perform procurement related tasks to guarantee the projects’ successful and timely delivery.
• Provide logistics support for the organization of workshops, conferences, meetings, and overall events.
• Support the Mexico team members in project related HR tasks, in coordination with operations staff and HQ.
• Support travel related tasks, which guarantee having the best value for money and abide by GGGI’s rules and procedures, and making sure these processes are fully documented.
• Support any other OED operations as required by the GGGI Mexico Program.

ENGAGEMENT

• Work closely with the Finance, Procurement and Administrative Associate, and GGGI staff to support administrative aspects of program and project implementation.
• Engage with internal and external stakeholders to guarantee compliance of GGGI’s HR, Procurement, Events, and Travel related processes.
• Provide clear information on process delivery requirements to the Mexico office staff and external stakeholders.
• Support the team in preparation of events, travel, reporting and record-keeping.

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 national engagement initiatives through in person and virtual meetings, events, learning opportunities, and knowledge sharing, etc.
• 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.
• Support onboarding of interns or consultants in consultation with hiring managers.

REQUIREMENTS

QUALIFICATIONS

• At least 4 years of general experience and at least 3 of relevant experience in office management or administration roles.
• University degree in administration, social sciences, or relevant related areas.
• Experience with international organizations, bilateral cooperation entities or international projects is an asset.
• Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.)
• Intermediate to High English proficiency is required 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

• Exceptionally organized with great prioritization skills.
• High level of attention to detail and accuracy (e.g. budgets, quotations, receipt and invoice organization, etc.).
• Service-oriented to internal and external clients, with demonstrated abilities to find solutions, resolve problems, and overcome challenges.
• 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.
• Processes and shares information easily and is excellent at problem solving.
• 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.
• 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.
• Important: Occasional time/schedule flexibility to interact with colleagues in other time zones (e.g. Latin America/HQ in Seoul, Korea).

CORPORATE

• Understands and actively supports GGGI's mission, vision, and values.
• Able to pick up and assimilate relevant information and learn tasks in a rapidly manner, responding swiftly and appropriately in fast-paced environments.
• Strong interpersonal skills and proven ability to work with multi-cultural teams.
• Manages emotions and stress positively, builds rapport and resolves conflict easily.
• Open to learn and share knowledge to achieve desired goals.

Date to close application submissions is Korean Standard Time (KST). Applications submitted after the deadline will not be considered Application.

GGGI as an institution abides by its project-level Sustainability and Safeguards Rules (SSR) for all projects aligned with international standards for Environmental and Social Safeguards. The SSR is aligned with commonly recognized international standards for Environmental and Social Safeguards (ESS), i.e. the WB Performance Standard, that ensures project level safeguarding of communities and people impacted by GGGI activities.

In addition, GGGI's Gender Equality and Social Inclusion Strategy 2021-2025 provides a framework toward achieving the principle of "Leaving No One Behind" in the transformation towards green growth, guiding GGGI's approaches to the mainstreaming of gender equality and poverty reduction in GGGI Mexico's Program. This also includes the implementation of the GGGI Gender Equality and Poverty Reduction Policy Markers on all projects.

GGGI's Child Protection Rules and GGGI Rules on Sexual Exploitation ensure safeguarding of children impacted by GGGI activities or in contact with GGGI contracted personnel, with GGGI taking a zero-tolerance approach to child exploitation. 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.

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.

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