Administrative Assistant

2 weeks ago

Pretoria, South Africa International Water Management Institute Full time

The **Administrative Assistant **will be part of the IWMI South Africa administrative team. The Administrative Assistant will provide administrative support to the Country Representative, Research Scientists and a wide range of partners working with IWMI and play a key supporting role in the day to day administration of the South Africa office. The Admin Assistant will work closely under supervision of the Office Manager - South Africa. Duties of the Administrative Assistant include providing support to employees, assisting in daily office needs and managing IWMI’s general administrative activities.

**Duties and Responsibilities**:

- Provide administrative support to the IWMI South Africa office.
- Arranges travel according to IWMI policy including visas, accommodation, and preparing itineraries as well as administrative support in following up and submitting claims to the finance team for processing.
- Assists in establishing and running workshops, preparing invitations, and preparing certificates and arranging logistics for participants.
- Assist in the preparation of all documentation, procurement of items/services for meetings, seminars and workshops.
- Manage reception and switchboard for the IWMI South Africa office and provide general support to visitors.
- Manage the Country Representative diary by setting up meetings, confirming meetings and ensuring all logístical arrangements are done timely and efficiently.
- Manage a contact database for the IWMI South Africa office, including service providers, partners etc.
- Maintain office supplies by checking inventory and order items
- Provides administration support for carbon footprint, sustainability data collection for the IWMI South Africa office.
- Respond to questions and requests for information in a professional and efficient manner.
- Manage the processing of consultant/intern contracts, including organizing of invoicing and payments, to ensure the process runs smoothly.
- Provides administrative support in the compilation of documentation required for and uploading/sending of Agreements, MoUs, Consultancy/Intern requests through the IWMI internal systems.
- Provides supportin the recruitment of consultants/interns and in the preparation of documentation for short-listing and processing of contract variations.

**Requirements**:
**MINIMUM EDUCATIONAL QUALIFICATIONS AND EXPERIENCE**:
**Essential**:

- Advanced computer literacy (Word, Excel, Outlook, and PowerPoint)

**Desirable**:

- A recognized administrative qualification would be useful but is not essential.

**KNOWLEDGE, SKILLS AND ABILITIES**:
**Essential**:

- Fluent English, with excellent written and oral communications skills
- Excellent communication, organizational and effective planning skills
- Demonstrated ability to prioritize and independently co-ordinate workload to comply with deadlines
- Ability to keep calm under pressure and be flexible
- Able to anticipate needs/issues, drawing on a high degree of initiative and judgement in reliably executing or coordinating a range of tasks independently
- Proven experience in working at a senior administrative level within a multi-disciplined and multi-cultural organization

**Desirable**:

- Excellent interpersonal skills; including tact and diplomacy
- Relevant experience in a similar role with proven skills to draft business correspondence and documents, summarize information in written narratives.

**Benefits**

This is a **nationally** recruited position and only South African nationals are eligible to apply. IWMI offers a competitive salary and benefits package. The duration of the contract will be for a **three-year** period with the possibility of extension based on performance and availability of funds.

Applications will be reviewed on a rolling basis through 24:00 (IST) on **February 23, 2023**.
- 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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