Administrative Officer, Pelawatta, Sri Lanka

Description

Please note that this is a re-advertisement and previous applicants need not apply again.

The International Water Management Institute (IWMI), a CGIAR Research Center is looking for a competent, self-motivated, and dynamic candidate to join as Administrative Officer.

The Administrative Officer will support the implementation of IWMI’s Communication strategy through the delivery of communications activities. This position will focus on administrative support to the staff of the Communications and Knowledge Management (CKM) team.

The Administrative Officer is responsible for organizing and coordinating the daily activities of the CKM; provide high level of administrative and operational support to the Global Communications Lead, other units under CKM and regional communications personnel when required.

Administrative tasks

• Facilitate and coordinate the daily operations of the CKM Unit, ensuring that operational needs are met in a timely manner and are of high quality.
• Facilitate preparation of and monitor CKM budgets in collaboration with Global Communications Lead and Finance Department to ensure accounting protocols and policies are met.
• Implement and facilitate all stages of the procurement process using the online accounting system at IWMI.
• Coordinate the preparation of all budgets and expenses, contracts and work packages, follow-up on work in progress, and ensure payments are made for subscriptions and to external consultants (editors, designers, suppliers, etc.).
• Coordinate external freelancers (including editors and designers) and suppliers, sourcing quotes and negotiating rates in order to ensure value for money.
• Manage and regularly update external list of CKM service providers and liaise with them on quotations/invoicing
• Organize and attend meetings as appropriate to provide secretarial support services and concise meeting minutes or reports as requested.
• Assist Global Communications Lead in organizing meetings and travel, arranging travel and meetings for staff trips abroad and finalizing post-travel administration and providing administrative and secretarial support at workshops.
• Perform any other duties as required.

Communication tasks:

• Support research staff with logistics for participation in global events such as registration, organization of booths, communications materials, etc.
• Support regional communication staff by assisting with local event planning, logistics, production of communications materials and other tasks as they arise.
• Support organization of webinars and virtual (internal and external) meetings
• Support unit heads with overall coordination of workflows for CKM
• Distribute and promote communications guidelines for IWMI staff to refer to when creating content. Handle general enquiries.
• Maintain and improve institute press list and collate publicity received by the Institute, support preparation of press/information dossiers for campaigns organized by the institute.
• Assist the Global Communications Lead and others if required in preparing visual presentations.

Requirements

Qualifications, Experience, Knowledge, Skills and Abilities:

• A professional qualification in a relevant field.
• At least 8 years of relevant experience in an academic, professional or technical organization.
• Excellent communication skills in English (written and oral).
• Excellent working knowledge of Microsoft Office software (Word, Excel and PowerPoint).
• Ability to effectively establish priorities, and plan, organize and monitor own work in a multi-task environment.
• Excellent service approach.
• Good interpersonal skills and the ability to work in a multidisciplinary, multi-institutional and multicultural environment, with sensitivity and respect for diversity.
• Advanced administrative skills.
• Ability to take initiative and work with minimal supervision.
• Attention to detail and accuracy.

Benefits

This is a nationally recruited position and only Sri Lankan nationals will be considered. IWMI offers a competitive salary and benefits package, inclusive of health insurance, life insurance, accidental death and dismemberment (AD&D) insurance, and long-term disability coverage. The duration of the contract will initially be for a period of three years.

HOW TO APPLY: Qualified applicants should submit a CV, cover letter, and three (3) references, which may be contacted if you are shortlisted. We will be accepting applications through 24:00 (IST) May 15, 2023 (applications will be reviewed on a rolling basis). Receipt of all applications will be acknowledged, but only short-listed candidates will be contacted.

IWMI believes that diversity powers our innovation, contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational and multi-disciplinary working environment. We are consciously creating an inclusive organization that reflects our global character and our commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities.