The International Water Management Institute (IWMI), a CGIAR Research Center is looking for a detail-oriented, self-motivated, and dynamic team-player to join IWMI's headquarters in Colombo, Sri Lanka as Administrative Officer.
The International Water Management Institute (IWMI), a CGIAR Research Center, is looking for a competent, self-motivated and dynamic professional to join its headquarters in Pelawatte, Battaramulla. The Administrative Officer will be responsible for providing assistance to the IWMI’s Publications unit.
Duties and responsibilities:
Manage and coordinate the work flow of the publications unit, which undertakes work on scientific publications, communication materials, and miscellaneous administrative material.
Manage the online publications workflow system.
Manage the archives of work completed by the publications unit, including the updating of SharePoint folders to ensure easy access whenever needed.
Handle the preparation of all budgets and expenses, contracts and work packages, follow-up on work in progress, and ensure payments are made to external consultants (editors, designers, suppliers, etc.).
Manage all stages of the procurement process using the online accounting system at IWMI.
Organize and coordinate the translation of documents through external service providers.
Coordinate work outsourced to external freelancers (including editors, designers and printers) and suppliers, sourcing quotes and negotiating rates in order to ensure value for money.
Assist with the design/layout process and the work done by the designers.
Ensure that external designers send us the final design files for all work that is outsourced.
Perform other duties as required.
Printing
Arrange the delivery of publications, manage storage of publications, maintain adequate stocks and generate monthly stock balances.
Provide printed copies of publications to IWMI staff and visitors as and when requested.
Ensure efficient and timely dissemination of publications to IWMI’s regional offices, partners, and other interested audiences.
Maintain updated mailing lists for IWMI publications taking into consideration incoming requests and changes to addresses, maintain files and prepare dispatch notes, statistical data summaries, etc.
Manage and coordinate the printing work of the Institute, including the preparation of documents and quotation requests as part of the procurement process in conjunction with the Procurement Officer.
Check publication proofs received from printers in consultation with the editors and communicate any issues to the printer.
Requirements
You will possess:
A professional qualification in a relevant field.
At least 5 years of experience in a publishing environment.
Excellent communication skills in English (written and oral) are essential.
Proficiency in Microsoft Office software (Word, Excel and PowerPoint).
Ability to effectively establish priorities, and plan, organize and monitor own work in a multi-task environment.
Good interpersonal skills and the ability to work in a multidisciplinary, multi-institutional and multicultural environment, with sensitivity and respect for diversity.
Advanced administrative skills.
Ability to take initiative and work with minimal supervision.
