Administrative Assistant Global Green Growth Institute (GGGI)

ZAMBIA : SPAR6C ADMINISTRATIVE ASSISTANT
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.

PROJECT BACKGROUND
SPAR6C is a 5-year program funded by the German Federal Ministry for Economic Affairs and Climate Action through the International Climate Initiative (IKI). The program provides technical support to Colombia, Pakistan, Thailand, Zambia to kick-start the implementation of Article 6 activities. The overall objective of the program is to facilitate readiness of countries to participate in cooperative approaches under Article 6 of the Paris Agreement by engaging the private sector and working closely with governments. This program will enable the development of the international carbon market created by Article 6, leading to cost-efficient, flexible, high integrity carbon markets with positive, transformational sustainability impacts.

The project is structured into six work packages, of which four are dedicated support packages for each of the four countries, respectively, and two packages are centrally managed. In the country packages, implementation will focus on three areas of work: 1) Medium and Long-term emissions planning, 2) Governance frameworks and readiness to transact, and 3) design of pilot mitigation activities. Capacity building and training activities will be conducted on a needs basis to ensure stakeholders are well equipped for Article 6 implementation in each area. In the remaining two work packages, best practice tools and approaches to implement cooperative mechanisms will be developed, underpinned by a Community of Practice for Article 6 Implementing Countries (CoP-ASIC). The CoP-ASIC is a knowledge exchange and mutual learning platform that will convene experts and practitioners inside and outside of project countries to explore challenges and opportunities associated with the common objective of raising ambition through carbon market participation.

The project is implemented through a consortium consisting of Global Green Growth Institute (GGGI) as a lead and a respective implementing partner of each work package – UNEP Copenhagen Climate Center, GFA Consulting Group GmbH, Kommunalkredit Public Consulting (KPC), or Carbon Limits AS. All works conducted in Zambia are led by GFA Consulting Group (GFA) and are supported by UNEP Copenhagen Climate Centre (UNEP CCC).

The SPAR6C project is looking for a national Individual Consultant to support the administration and organization as well as the work of the National Coordinator of the project for facilitating the smooth implementation of the Zambia work package overall until end of 2024.

OBJECTIVES OF THE ASSIGNMENT
The SPAR6C Zambia Administrative Assistant will serve as the administrative focal point of contact for event/travel and logistics and provide coordination, secretarial and administrative support to GGGI and GFA in general project management and implementation. Specifically, the Administrative Assistant will support the work of the National Coordinator.

DUTIES AND RESPONSIBILITIES

The SPAR6C Zambia Administration Assistant shall report directly to GGGI and work in close partnership with Consortium Partners GFA, GGGI and the Zambia National Coordinator for SPAR6C to facilitate/coordinate the administrative and logistical side of the SPAR6C project implementation in Zambia. This includes administration support of project activities and workplans as per milestones and timelines, maintenance of project documentation systems, operational tracking and compilation of regular and ad-hoc project reports. This also includes coordination of domestic events, arranging international travels of consortium partners and project participants when needed.

DELIVERABLES AND PAYMENT SCHEDULE
Scope of work:

a) Program administration support

Support maintenance and updating of project documentation on shared portal.
Maintaining databases or spreadsheets of important project data such as stakeholders lists and engagement schedules, projects PINs/Project concept tracker and any other data.
Support project activity tracking as per workplans, milestones and timelines.
Drafting regular or ad-hoc project reports, meeting minutes/memos.
Supporting all procurement and or purchase order managements, including supporting GGGI/GFA with vendor identification and registration as required.
Maintaining records for audit purposes including basic financial tracking and reporting.

b) Event planning and coordination

Booking arrangements (venue, catering, audio-visual, cars, etc.): collect 3 quotes from each service provider and submit to GGGI for confirmation. Also, act as a focal point between service providers and GGGI and confirm/manage all arrangements.
Invitation management: send out and collect RSVPs of the invitees for the requested event in cooperation with GFA and manage all logistics related inquiries from registered participants.
Act as a GGGI/GFA’s focal person for project events overall and ensure entire set up of the event (venue, catering, etc.) and or coordination of event managers.
Manage online (if necessary) and onsite registration, including but not limited to providing name badges and relevant materials and taking attendance according to the format desired.

c) Event Wrap-up

Submit itemized event report in English including following information:
Purpose/objective of the event and full program/agenda
List of participants their contact information (phone and email), and key statistical summary including overall attendance number per event, gender disaggregation, regional/sectoral categories of participants, etc.
Conclusion including the entire summary of the event as well as outcomes.
Photos of the event
Other necessary information as required by GGGI/GFA (e.g. minutes of the stakeholder consultation with follow-up actions, etc.)
Collect invoices in USD from each service provider (venue, catering, etc.) according to GGGI requirements and submit to GGGI for vendor payment. Also coordinate with service provider to ensure compliance with the GGGI payment processes.

d) Travel arrangement and coordination

Provide coordination support for arranging international travels of the designated personnel, including but not limited to tasks below:
Coordinate and communicate with the traveler on behalf of GGGI/GFA to finalize travel dates and other logistical details.
Collect traveler names, contact details, copy of passport, bank account information in a template provided and submit to GGGI. In case of traveler reimbursement, collect additional supporting documents such as invoices of the self-bought flight ticket and accommodation.
Assist with arranging visas and preparing related documents where necessary.
e) Provide other general logistical and administrative support to GGGI/GFA upon request.

f) Perform other duties as assigned.

TIME LINE AND PAYMENTS
The consultant will submit monthly timesheet and report to GGGI/GFA for review and approval. Approved timesheet/report will be processed by GGGI for payment. Prior to the submission, timesheets will have to be checked by the National Coordinator.

Fee for the Consultant is determined based on the selected candidate’s experience and qualifications.

The candidate must send a financial proposal based on Daily Fee. The candidate shall quote an all-inclusive Daily Fee for the contract period. The term “all-inclusive” implies that all costs (professional fees, communications, consumables, etc.) that could be incurred by the Independent Contractor (IC) in completing the assignment are already factored into the daily fee submitted in the proposal. If applicable, travel or daily allowance cost (if any work is to be done outside the IC’s duty station) should be identified separately. Payments shall be done on a monthly basis based on actual days worked, upon verification of completion of deliverables and approval by the IC’s supervisor of a Timesheet indicating the days worked in the period.

REPORTING ARRANGEMENTS
General supervision shall be provided by GGGI and GFA in order to ensure the timely and quality delivery of services on the ground in the contractual objective. The Consultant shall maintain clear and consistent throughout the duration of the assignment.

Any documents and reports produced by the Consultant during the assignment period must be written in English and in accordance with GGGI’s formatting requirements and submitted with proof of editable file back-up (e.g. .docx, .pptx).

EXPERTISE REQUIRED
Qualifications

Education:

At least a Bachelor’s degree in international relations, political science, public relations, business administration or other relevant disciplines. Professional training in project management, secretarial, administrative and/or operational services is a plus.
Language:

Full proficiency in written and spoken English is required.
Experience and skills

At least 2 years of relevant professional experience in liaison/support/coordination role and oversight function working with both Zambian and international stakeholders.
Experience in providing administrative/liaison support with an understanding of the structure and practices of an international organization is a plus.
Strong competence in the use of standard software programs: Excel, Word, PowerPoint, Outlook & SharePoint.
Experience in a multi-cultural, international setting and ability to work independently and taking initiatives in response to the team’s demand.