Associate, Procurement and Logistics

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. 

Based in Abidjan, the Procurement, Logistics and Administration Associate is responsible for supporting the effective and efficient procurement, logistics and administration for the Africa Regional Office and Africa portfolio. She/he will work under the supervision of the Africa Regional Admin and Finance, Senior Operations Associate, and will also coordinate closely with other GGGI Africa Country Offices project teams. 

The Procurement, Logistics and Administration Associate will support the Africa Regional Program and other country programs in Africa in the framework of the implementation of effective and efficient procurement according to the Organization’s rules and regulations. This position is also dedicated to supporting GGGI Africa country offices in centralized and decentralized procurement activities.

The incumbent will advocate and support high quality administration of Procurement and Logistics planning, supplier identification and specification of goods and services, preparation of Request for Quotations, Request for Proposals, Request for Information and contribute to the optimization of the procurement process in compliance with GGGI rules and procedures.

PURPOSE

S/he will perform basic process transactions across a range of administrative services relevant to the mentioned areas. The focus of this position is to provide procurement, logistics and administrative related services serving high quality and accuracy of work. Procurement,  Logistics and Administration Associate implements the rules, guidelines, entitlements, and contributes for solutions to issues related to day-to-day office and to Africa Regional Program and Africa country offices to promote a client-oriented approach consistent with GGGI rules and regulations. This position will report directly to the Africa Regional Admin and Finance, Senior Operations Associate, with functional supervision by Principal Procurement Specialist at HQ.

ENGAGEMENT

• Assist in development and monitoring of procurement plans and requisition procedures in line with quarterly work plans and budget lines.  
• Support project teams in efficient procurement of goods and services with focus on Value for Money.
• Manage the Procurement and delivery of logistics for meetings, seminars, workshops, conferences, trainings, etc. including but not limited to venues, rooms, catering, equipment transport solutions.
• Ensure good systems are in place to keep good controls of office and IT inventory.
• contribute in the preparation of projects and activities budgeting.
• The Associate contributes to ensure process integrity in the regional programs operations delivery, fully meeting established institutional policies, standards and donor requirements across, procurement & Administration processes implementation.
• Ensure adherence to GGGI policies across Procurement, Finance and Legal.

DELIVERY

• Administer a range of procurement support activities, ensuring compliance with GGGI’s rules, regulations and policies.
• Execute multi-step procurement processes, including quality control and review of submitted documents from users to ascertain compliance with rules.
• Administratively and technically support the Africa Regional Office and its countries’ planning, and requisitions/procurement processes. Support bidding and tendering processes especially in evaluation
• Lead all the processes related to direct procurement, especially in terms of negotiation.
• Conduct quality assurance on procurement procedures and traceability of procurement history.
• Monitor, and follow-up on procurement actions taken in ERP system.
• Prepare procurement data, records, and information material.
• Deliver training and support capacity building of staffs in Africa region to ensure widespread knowledge and understanding of procurement processes, policies and procedures.
• Carry out supplier audits to prevent financial risks and ensure maximum technical reliability and logistical capacity.
• Draft specifications for complex purchases requiring technical specifications,
• Sourcing to target goods and service providers who offer the service or product sought
• Ensure that procurement is in conformity with national laws and regulations.
• Support with physical asset verification.
• Facilitate and organize workshops, seminars, or any other form of events, including developing plans, preparing related documents, and managing logistics such as travel arrangements and external party communications.
• Assist with onboarding of new staff/consultants
• Support the green office implementation activities.
• Support wellbeing activities like coordinating active breaks and promoting work events.
• Perform other administrative support as required in support to the Regional Director.

QUALIFICATIONS

• Relevant qualification preferred a minimum qualification of a bachelor’s degree in any one of the following: Procurement, Supply Chain Management, Logistics, Business Administration, Public Administration,) or any other closely related field.
• Preferred 4-5 years of relevant work experience, preferably in international organizations.
• Good level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.);
• Demonstrated experience in procurement, supply chain, administration, and finance of an International Organization/s.
• Good understanding of Cote d’Ivoire legal regime and practice.
• Strong and Mature interpersonal skills and proven ability to work with multi-cultural teams.
• Experience in organizing workshops and Logistics, including travel of participants/ stakeholders.
• Fluency and excellent writing skills in both English and French are essential.
• Knowledge of ERP would be an advantage.

FUNCTIONAL

• Self-motivated, teamwork and creative problem-solving abilities
• Expertise with reliable hands in Microsoft Office.
• Exceptional ability to pay attention to details and accuracy, particularly when it comes to relationship management, event logistics, quotations, 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.
• Excellent multi-cultural literacy and interest in being a part of an international team working in an evolving and entrepreneurial environment.

CORPORATE

• Understand and actively support GGGI’s mission, vision and values.
• Promote an organizational culture of trust, transparency, respect and partnership.
• Excel at problem solving, ask questions and seek support when needed, share easily information and knowledge with others both internally as externally.
• Manage emotions and stress positively, build rapport and resolve conflict easily.
• Strong ability to work independently and/or remotely, while maintaining productivity.
• Excellent English  oral and written communication skills; including public speaking.

WORKING CONDITIONS

• GGGI provides 15% of base salary towards retirement plan/long-term savings, 27 days of annual leave, and private health insurance.
• 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.
• For more information on GGGI’s terms and conditions (allowances, health care, education etc) please familiarize yourself with GGGI’s Rules and Regulations that can be found here: https://gggi.org/policy-documents/.
• The expected starting date for the Associate is 1^st April 2024.