Administrative Officer

International Water Management Institute

Pelawatta, Sri Lanka

Experience: 5 to 10 Years

Skill Required: HR and Admin

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.
  • Attention to detail and accuracy.

Source: https://apply.workable.com/international-water-management-institute/j/B83D7F8CB4/