A capable, self-driven, and vivacious applicant is needed to join the Southern Africa Office of the International Water Management Institute (IWMI), a CGIAR Research Center, as an administrative assistant.
The administrative team at IWMI South Africa will include the administrative assistant. The Administrative Assistant will play a crucial supporting role in the day-to-day management of the South Africa office in addition to providing administrative support to the Country Representative, Research Scientists, and a wide range of partners working with IWMI. The Office Manager – South Africa will closely supervise the Administrative Assistant’s work. The responsibilities of the administrative assistant include helping with everyday office tasks, supporting staff, and overseeing IWMI’s overall administrative operations.
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Responsibilities and Obligations:
Provide the IWMI South Africa office with administrative support. Provides administrative support in the form of follow-up and the submission of claims to the finance team for processing, as well as travel arrangements in accordance with IWMI rules, including securing visas, lodging, and creating itineraries.
Assists in setting up and managing workshops, creating invitations, creating certificates, and organizing participant logistics. Aid in the creation of all documentation and the acquisition of supplies or services for conferences, workshops, and seminars.
Manage the IWMI South Africa office’s front desk and switchboard and give guests all-around assistance.
By scheduling meetings, confirming meetings, and ensuring that all logistical arrangements are made promptly and effectively, you may manage the Country Representative’s calendar.
Maintain a database of contacts for the IWMI office in South Africa, including partners, service providers, etc. Upkeep of office supplies through inventory checks and purchases gives the IWMI South Africa office administrative support for the collection of sustainability and carbon footprint statistics.
| Employer | IWMI |
| Host Nation | South Africa |
| Official Website | https://www.iwmi.cgiar.org/ |
| Closing Date | 23 Feb 2023 |
| Eligible Candidate | Degree |
Professionally and quickly respond to inquiries and information requests. To ensure a seamless process, oversee the processing of consultant/intern contracts, including the organization of billing and payments.
assembles the necessary paperwork and assists with the uploading and mailing of Agreements, Memoranda of Understanding, Consultancy, and Internship Requests through the internal systems of IWMI. Supports the production of documents for short-listing and processing of contract variations as well as the recruitment of consultants and interns.
Requirements
ESSENTIAL EDUCATION REQUIREMENTS AND EXPERIENCE:
Essential:
High level of computer literacy (Word, Excel, Outlook, and PowerPoint)
Desirable: Although not required, a recognized administrative qualification would be helpful.
INFORMATION, SKILLS, AND CAPACITIES:
Essential:
Excellent written and verbal communication skills in addition to fluency in English
Excellent organizational, communication, and planning abilities demonstrated aptitude for setting priorities and independently coordinating tasks to meet deadlines the capacity to remain composed and adaptable under duress able to foresee demands and problems, using considerable initiative and good judgment to successfully carry out or coordinate a variety of duties on their own. Working at a senior administrative level in a multidisciplinary and multicultural organization with demonstrable experience.
Desirable:
Good people abilities, especially tact and diplomacy experience in a related field and the ability to effectively write business letters, documentation, and narrative summaries.
Only South African citizens are eligible to apply for this post because it is being recruited nationally. IWMI provides a competitive benefits and pay package. The contract will be in place for three years, with the potential for an extension based on performance and financial resources.
A copy of your curriculum vitae, a cover letter that responds to the requirements specified above by IWMI, and the contact information of three professional referees who will be contacted if you are shortlisted for the position must all be included in your application.
