The International Water Management Institute (IWMI) is an international non-profit, research-for-development organization that works with governments, civil society, and private sector organizations to address water-related challenges in developing countries and scale up solutions. IWMI is headquartered in Colombo, Sri Lanka, and is a CGIAR research center with offices in 15 countries and a global network of researchers operating in approximately 56 countries.

IWMI is seeking a skilled Administrative Assistant (Consultant) to join the IWMI Zambia team based in Lusaka, Zambia. The Administrative Assistant will provide administrative support to project managers, research scientists, and a wide range of partners working with IWMI. They will play a key role in supporting the day-to-day operations and administration of the Zambia office.

The Administrative Assistant will work closely under the supervision of the Senior Project Manager and report to the Senior Administrative Manager – South Africa. Responsibilities include providing support to employees, assisting with daily office needs, and managing IWMI’s general administrative activities in Zambia.

DUTIES AND RESPONSIBILITIES: 

• Provide administrative support to the IWMI Zambia office.
• Arrange travel in accordance with IWMI policies, including visas, accommodation, and itinerary preparation, while also assisting with administrative tasks related to submitting claims to the finance team for processing.
• Assist in organizing and managing workshops, preparing invitations and certificates, and arranging logistical requirements for participants.
• Support the preparation of documentation and procurement of items/services for meetings, seminars, and workshops, ensuring compliance with IWMI policies and procedures.
• Manage the Senior Project Manager's diary by scheduling and confirming meetings, as well as coordinating all logistical arrangements in a timely and efficient manner.
• Maintain and update a contact database for the IWMI Zambia office, including service providers and partners.
• Monitor office supply inventory and place orders as needed.
• Oversee general office maintenance, including electrical, plumbing, safety, security, and IT-related matters, by coordinating with relevant service providers.
• Provide administrative support for carbon footprint and sustainability data collection for the IWMI Zambia office.
• Respond to inquiries and requests for information in a professional and efficient manner.
• Manage the processing of consultant and intern contracts, including organizing invoicing and payments to ensure a smooth workflow.
• Assist in the recruitment of consultants and interns, including preparing documentation for shortlisting and processing contract variations.
• Provide administrative support in compiling documentation and submitting or uploading Agreements, Memoranda of Understanding (MoUs), and Consultancy/Internship requests through IWMI's internal systems.
• Perform any other administrative or support duties as required by the RGLs/PLs based in the Zambia office, within the scope of this role.

Requirements

EDUCATIONAL QUALIFICATIONS AND EXPERIENCE: 

Essential: 

• A recognized administrative qualification or a minimum of five years of proven experience in an administrative and support role within a multidisciplinary and multicultural organization.
• Advanced proficiency in computer applications, including Microsoft Word, Excel, Outlook, and PowerPoint.

Desirable: 

• Diploma in Administrative Management 

KNOWLEDGE, SKILLS, AND ABILITIES: 

Essential: 

• Fluent in English, with excellent written and oral communication skills.
• Strong communication, organizational, and planning skills.
• Meticulous attention to detail in all aspects of work.
• Ability to prioritize tasks effectively and complete them promptly, ensuring that today's tasks are not delayed until tomorrow.
• Proactive time management, demonstrated by consistently taking initiative to complete tasks as they arise, maintaining high productivity and efficiency.
• Strong problem-solving skills, with the ability to identify issues, analyze potential solutions, and implement the most effective resolution efficiently.
• Ability to remain calm under pressure and adapt to changing circumstances.
• Proactive and resourceful, with a high degree of initiative and judgment to anticipate needs, address issues, and independently execute or coordinate a range of tasks. 

Desirable: 

• Excellent interpersonal skills, including tact and diplomacy.
• Proven experience in a similar role, with strong skills in drafting business correspondence and documents, as well as summarizing information in written narratives.
• Experience in liaising with government departments and NGOs.

Benefits

This is a nationally hired consultancy; therefore, individuals with relevant abilities are encouraged to apply. IWMI offers a competitive rate for this assignment. The duration of the contract will be for a period of twelve (12) months.

How to Apply: Apply for the position by following the application instructions at www.iwmi.org/jobs. We will be accepting applications until 24:00 (IST) on March 24, 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 to 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 statuses, sexual orientations, and gender identities to apply.