The International Water Management Institute (IWMI), a CGIAR Research Center is looking for a talented, self-motivated, and dynamic candidate to join as Project Administrator.
The Project Administrator will be part of the IWMI South Africa administrative team. The incumbent will provide administrative support to the Ukama Ustawi project team, including Lead, Co-Lead, Coordinator, Research Scientists, and a wide range of partners working with IWMI. The Project Admin will play a key supporting role in the day-to-day administration of the regional project.
The Ukama Ustawi Initiative aims to support climate-resilient agriculture and livelihoods in 12 countries in East and Southern Africa by helping millions of smallholders intensify, diversify and reduce the risks in maize-based farming through improved extension services, small and medium enterprise development, supporting governance frameworks and increased investment with a gender and social inclusion lens. Phase I started in 2022 and covers five countries in the region. The project consists of six work packages; two of which are cross-cutting outcomes.
Duties of the Project Administrator include providing support to project staff, assisting in daily project needs, and managing general administrative tasks within IWMI.
General Duties And Responsibilities:
Provide administrative support to the Ukama Ustawi project office.
Arrange travel according to IWMI policy including visas, accommodation, and preparing itineraries, as well as administrative support in following up and submitting claims and per diems to the finance team for processing.
Assist in establishing and running workshops in- and outside South Africa, setting up venues and audio-visual equipment, preparing invitations, preparing attendance certificates, and arranging logistics for participants.
Assist in the preparation of all documentation, procurement of items/services for meetings, seminars and workshops.
Assist in the tracking of tasks and deliverables by sub-consultants.
Manage contact databases for the Ukama Ustawi initiative, including service providers, partners, beneficiaries, etc.
Ensure filing and documentation is up-to-date and accessible to project partners. Follow up on outstanding documents from partners in a professional and respectful manner.
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.
Provide supportin the recruitment of consultants/interns and in the preparation of documentation for short-listing and processing of contract variations.
Provide administrative support in the compilation of documentation required for and uploading/sending of Agreements, MoUs, Consultancy/Intern requests through the IWMI internal systems.
Perform any other administrative and/or support duties, as required by the Ukama Ustawi project team within the remit of this function.
Requirements:
Qualifications, Experience, Knowledge, Skills and Abilities:
A recognized administrative qualification
At least 2-4 years’ work experience in administration
Advanced computer literacy (Word, Excel, Outlook, and PowerPoint)
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 middle administrative level within a multi-disciplined and multi-cultural organisation
Fluent English, with excellent written and oral communications skills
