Administrative Officer

The International Water Management Institute (IWMI), a CGIAR Research Center is seeking a multi-skilled candidate to join its office in Accra, Ghana, as an Administrative Officer.

The Administrative Officer will collaborate with IWMI's team to facilitate the delivery of multiple projects at the West Africa office. The incumbent will contribute to the success of IWMI's West Africa project portfolio by providing administrative and financial support to staff and partners. The Officer will ensure adherence to IWMI policies, practices, and processes at the highest standards and in compliance with donors' requirements. Additionally, the successful candidate will proactively develop administrative procedures, maintain records and filing systems, manage client, partner, and visitor interactions effectively, and coordinate activities at the IWMI West Africa Office.

DUTIES & RESPONSIBILITIES:

• Oversee the procurement of flight tickets for all staff and IWMI partners' travels in accordance with IWMI Procurement policy guidelines.
• Facilitate seamless travel arrangements and logistics for special events such as workshops, meetings, and seminars.
• Prepare purchase requisitions and purchase orders for procuring goods and services in a timely manner.
• Compile an annual report detailing all flight tickets purchased, including lessons learned and recommendations for future improvements.
• Support IWMI West Africa office in managing project activities, including recommending and implementing policies and processes, establishing and maintaining record and filing systems.
• Coordinate workshops, conferences, and other events.
• Assist other support staff in ensuring research teams receive adequate administrative support.
• Support procurement activities and processes, including sourcing, purchasing, and vendor management as per IWMI Procurement policy guidelines.
• Manage assets (fixed and movable): maintain accurate records and tracking of all assets, conduct periodic reviews of asset functionality and usage, and provide review reports. Ensure proper maintenance and functionality of all equipment – office, scientific, and vehicles. Handle obsolete equipment in accordance with IWMI policy.
• Undertake any related tasks as requested by IWMI West Africa management.

Requirements

EDUCATIONAL QUALIFICATIONS & EXPERIENCE:

Essential,

• Bachelor’s degree in business management, business administration, or a closely related discipline.
• Minimum of 04 years of relevant experience in administration, and logistics management, preferably within government or international organizations, demonstrating increasing levels of responsibility.
• Demonstrated expertise in procuring goods and services, especially flight tickets.

KNOWLEDGE, SKILLS & ABILITIES:

Essential,

• Expertise in administration, management, and procurement processes.
• Good knowledge and understanding of procurement policy and systems.
• Good problem-solving skills, and ability to demonstrate good judgment, pro-activeness, adaptability, and flexibility.
• Ability to exhibit an excellent approach to service delivery and possess a professional and presentable demeanour.
• Excellent organizational skills with the ability to prioritize activities and multitask.
• Strong interpersonal skills and the ability to establish and maintain effective working relationships with individuals and teams in a multicultural and multidisciplinary environment, demonstrating sensitivity and respect for diversity.
• Familiarity with Windows Operating System and proficiency in Microsoft Office Package, especially in Outlook, Word, and Excel.
• Excellent oral and written language skills in English, including effective listening and strong verbal and written communication abilities.

Benefits

This is a nationally recruited position and only Ghanaian 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 with the possibility of extension.

IWMI strongly values diversity; therefore, qualified women are highly encouraged to apply.

HOW TO APPLY: Apply for the position by following the application instructions at www.iwmi.org/jobs. We will be accepting applications through 24:00 (IST) on July 17, 2024 (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.