Administrative Assistant and Driver, Papua New Guinea

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. 

Papua New Guinea (PNG) joined the Global Green Growth Institute (GGGI) in 2012, embarking on a partnership to foster sustainable and inclusive economic growth. GGGI's presence in PNG, established in 2018, supports the government's integration of climate-resilient green growth (CRGG) strategies and the execution of green growth projects through mobilization of climate finance and investments.

The GGGI PNG main office is embedded within the Climate Change& Development Authority (CCDA), government of PNG, with presence in the Center of Excellence for Financial Inclusion at the Central Bank of Papua New Guinea, and at the sub-national level within Enga, New Ireland, and Milne Bay Provincial Government Administrations. GGGI PNG Program is scaling up its activities with the support from Australia, New Zealand, USA, and France for inclusive green economic growth for PNG over the next five years.

GGGI PNG currently has seven national and five regional active projects, with the four-year AUD 20 million Australian DFAT-funded Climate FIRST project as its flagship initiative. Launched in March 2024 and concluding in February 2028, Climate FIRST is poised to expand PNG's access to climate finance. It focuses on engaging seven provinces sub-nationally and bolstering the institutional capacity and coordination necessary for mobilizing climate finance. The project aspires to scale up PNG’s access to climate finance through global climate funds, innovative financing mechanisms, increased private sector climate financing and investments, and the development of MSMEs in green businesses. In support of these ambitious objectives, we are seeking to appoint a dedicated Administrative Assistant and Driver. This vital role will support the project's objectives and ensure efficient transportation for program needs.

POSITION SUMMARY

The Administrative Assistant and Driver at GGGI's main office in Port Moresby is an essential junior position focused on supporting office operations and providing reliable driving services. The assistant will assist with office administrative tasks and ensure safe transportation for staff and visitors. The role also involves supporting the operational needs of provincial offices, contributing to the efficient functioning of the program.

PURPOSE

• Assist with daily office management tasks to maintain smooth operations, handling administrative duties, managing correspondence, and maintaining office systems.
• Serve as the primary driver for the office, safely transporting staff and visitors to various destinations for official business.
• Prioritize the safety and security of passengers. Be prepared to respond to any emergency situations or unexpected conditions while on the road.
• Assist in organizing and preparing logistics for events, meetings, and workshops, supporting the team to ensure successful activities both in the country office and provincial offices.
• Assist with the management of office vehicles by maintaining the vehicle logbooks, coordinating repairs and maintenance schedules, and supporting vehicle related administrative tasks.
• Assist with the management of office vehicles by maintaining the vehicle logbooks, coordinating repairs and maintenance schedules, and supporting vehicle related administrative tasks.

ENGAGEMENT

• Support Finance and Administrative Associate, Senior Program and Operations Officer, and other team members to ensure a cohesive approach to managing office and project-related tasks.
• Assist in communication with internal and external stakeholders, especially regarding logistics, vehicle management, and event organization.
• Providing logistical support for internal and external meetings, ensuring all preparations are handled effectively.

DELIVERY

• Help manage and allocate office resources, including stationery, equipment, and facilities, to ensure optimal use and availability.
• Drive safely with GGGI staff and officials as needed and maintain meticulous records of all driving activities, including official trips, fuel consumption, and vehicle maintenance.
• Ensure the office vehicle is always clean and in good running condition, performing minor repairs, arranging regular maintenance, and adhering to GGGI's operating standards.
• Support the logistical aspects of event planning and travel arrangements, liaising with vendors and handling bookings.
• Assist in maintaining up-to-date documentation and records, ensuring accurate and organized filing systems.
• Actively contribute to maintaining the safety and security of the office environment, including the handling of incoming and outgoing mail with attention to confidentiality and integrity.

REQUIREMENTS

QUALIFICATIONS

• A bachelor’s degree in business administration, Office Management, or a related field.
• Minimum of one to three years of experience in an administrative or support role, preferably within a multinational or intergovernmental organization.
• Experience in office management, logistics, or related administrative tasks is an asset.
• Good organizational and time management skills, with the ability to handle multiple tasks simultaneously.

FUNCTIONAL

• Basic understanding of office management principles and practices
• Proficient in the use of Microsoft Office applications (Word, Excel, PowerPoint) and familiarity with standard office equipment.
• Basic financial literacy for managing petty cash and supporting budget tracking.
• Effective communication skills in English, both written and spoken
• Adaptability to changing priorities and ability to work under tight deadlines.

CORPORATE

• Understand and actively support GGGI’s mission, vision, and values.
• Promote the optimum use of public resources.
• Promote an organizational culture of trust, transparency, respect, and partnership.
• Process and share information easily.
• Manage emotions and stress positively, build rapport and resolve conflict easily.
• Promote creativity and innovation among staff.
• Be able to lead where needed and provide solutions to project-level challenges.

WORKING CONDITIONS

This is an X4, national grade level in GGGI's salary scale. For X4 PNG national grade, the base salary starts from USD 13,527. Determination of base salary is subject to candidate's experience, academic background and internal equity. GGGI provides 15% of base salary towards retirement plan/long-term savings, 27 days of annual leave, and private health insurance that covers dental and vision.

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