Senior Administrative Officer

The International Water Management Institute (IWMI ), a CGIAR Research Center, is seeking a dynamic and multi-skilled candidate to join its headquarters in Battaramulla, Sri Lanka, as a Senior Administrative Officer.

The Senior Administrative Officer (SAO) will collaborate with IWMI staff to support delivery of FCDO-funded projects within the Al Murunah accountable grant portfolio (Al Murunah, Al Murunah+, Jahez, and – to be confirmed – Iraq Sand and Dust Storm Mitigation). This role contributes to the success of the projects portfolio by providing administrative and financial support to staff and partners. Reporting to the Project Leaders, the Senior Administrative Officer ensures compliance with IWMI and donors’ requirements by adhering to all IWMI policies, practices, and processes to the highest standards. The incumbent will proactively develop finance, administration, and workplan tracking procedures and systems, maintain records and filing systems, support effective client. consultant and partner interactions, and support ‘back-office’ coordination of Al Murunah portfolio activities. The SAO is also required to ensure that procurement plans are implemented and tracked properly.

DUTIES & RESPONSIBILITIES:

• Support the Al Murunah portfolio in managing project delivery and activities by,
• Implementing administrative policies, processes, and procedures.
• Identifying when new procedures are required or would increase efficiency and supporting their design in line with relevant IWMI policies and approval by appropriate staff.
• Managing project records and filing systems to support accountability internally and with the donor, as well as efficiency in medium- to long-term project reporting and delivery.
• Collaborate with HQ staff, regional financial officer(s), and as necessary Project Leaders and Coordinators/Officers to support financial reporting, reconciliation, and planning processes.
• Supporting logistics for effective delivery of missions, workshops, and events.
• Tracking project-purchased assets in line with accountable grant requirements.
• Facilitate the preparation, processing, and management of consultant and partner contracts, ensuring alignment with project goals and compliance with organizational policies.
• Frequently update and process the payment request through the Consultant and Partner Contract Management sheet in the project management tools
• Ensure that procurement plans are updated regularly and inform Project Leaders of deviations.
• Coordinate with other support staff (including in regional offices) to ensure research staff receive adequate administrative support for travel arrangements and logistics for special events such as workshops and meetings.
• Assist Project Leaders and Coordinators/Officers in interactions with relevant government agencies and implementation partners.
• Provide programmatic support to research staff by generating periodic project tracking updates as required by IWMI headquarters and partners/donors within specified timelines, updating project records on e-project/e-filing, and performing other tasks assigned by management.
• Gather and analyse travel quotes in collaboration with IWMI Egypt office to assist in decision-making and consult HQ Travel Office for guidance, ensuring ticketing is done in a cost-effective manner.
• Work with hotels for bookings and confirmations, adhering to IWMI's standards and needs.
• Undertake relevant assignments as requested by Al Murunah project management as needed.

Requirements

EDUCATIONAL QUALIFICATIONS & EXPERIENCE:

• Bachelor’s degree in business management, business administration, commerce, or a closely related discipline.
• At least 5 years of highly relevant experience with increasing responsibility.
• A Postgraduate degree/s in project management, business management, business administration, or a closely related discipline will be an added advantage.
• Experience working with international organizations.

KNOWLEDGE, SKILLS & ABILITIES:

• Proficiency in Microsoft office package - especially Word, Excel, PowerPoint, Outlook, and Teams – coupled with good computer skills to analyse data, consolidate and report information, and track measures.
• Good administrative and management skills, with strong problem-solving abilities.
• Ability to demonstrate good judgment and initiative; highly adaptable, flexible, and proactive.
• Quick learner; able to understand the ramifications of formal donor and project requirements and work accordingly.
• Excellent service delivery approach.
• Presentable and professional demeanour.
• Strong personal organization skills, capable of prioritizing and multitasking effectively.
• Excellent interpersonal skills, including with people from various cultures.
• Ability and willingness to travel to other cities across Sri Lanka.
• Excellent oral and written language skills in English, including effective listening and strong verbal and written communication abilities.

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 two years with the possibility of extension.

HOW TO APPLY:Apply for the position by following the application instructions atwww.iwmi.org/jobs . We will be accepting applications through 24:00 (IST) on February 05, 2025 (applications will be reviewed on a rolling basis). Your application must include a CV, cover letter, and three (3) references, which may be contacted if you are shortlisted. 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.