Administrative Officer

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

The Administrative Officer will collaborate with IWMI staff to support the delivery of multiple projects at the IWMI Pakistan office. This role contributes to the success of the IWMI Pakistan WRAP project portfolio by providing administrative and financial support to staff and partners in the IWMI Lahore office. Reporting to the Team Leader, the 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 and administration procedures, maintain records and filing systems, ensure effective client, partner, and visitor interactions, and coordinate WRAP project activities.

DUTIES & RESPONSIBILITIES:

• Support IWMI Pakistan in managing project activities by implementing administrative policies, processes, and procedures, managing record/filing systems, ensuring effective customer interface for visitors, and arranging logistics for effective delivery of workshops and conferences.
• Assist IWMI WRAP’s team leader in interactions with relevant government agencies and other partners.
• Maintain efficient and pleasant office environment through the implementation of proper plans for building maintenance, cleaning, health and safety, security, and transport.
• Oversee the work of other support staff to ensure research staff receives adequate administrative support for travel arrangements and logistics for special events such as workshops and meetings.
• Gather and analyze travel quotes to assist in decision-making and consult HQ Travel Office for guidance, ensuring ticketing is done in a cost-effective manner.
• Collect and analyze sustainability-related data on travel activities for IWMI's offices in Pakistan to compile GHG emissions reporting.
• Work with hotels for bookings and confirmations, adhering to IWMI's standards and needs.
• Provide programmatic support to research staff by generating periodic project reports 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.
• Responsible for asset management, including proper documentation and tracking of all assets, periodic review of functionality and usage, ensuring all vehicles, office, and scientific equipment are properly maintained and operational, and managing obsolete equipment according to IWMI policy.
• Undertake relevant assignments as requested by IWMI Pakistan management as needed.

Requirements

EDUCATIONAL QUALIFICATIONS & EXPERIENCE:

Essential,

• Bachelor’s degree in business management, business administration, commerce, or a closely related discipline.
• At least 4 years of highly relevant experience, preferably with government or international organizations, with increasing responsibility.

KNOWLEDGE, SKILLS & ABILITIES:

Essential,

• Proficiency in Microsoft office package especially in Word and Excel coupled with good computer skills to analyze data, consolidate information, and track measures.
• Ability to demonstrate good judgment and initiative, highly adaptable and flexible.
• Excellent service delivery approach.
• Presentable and professional demeanor.
• Good administrative and management skills, with strong problem-solving abilities.
• Strong personal organization skills, capable of prioritizing and multitasking effectively.
• Excellent interpersonal skills.
• Ability and willingness to travel to other cities across Pakistan.
• Excellent oral and written language skills in English & Urdu, including effective listening and strong verbal and written communication abilities.

Benefits

This is a nationally recruited position and only Pakistani 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 22, 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.

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