JOB DESCRIPTION

JOB PURPOSE

The Administrative Officer, will work with a team of staff at IWMI to support the delivery on the activity Water Management for Enhanced Productivity (WMfEP). The Administrative Officer contributes to the success of the International Water Management Institute and the Water Management for Enhanced Productivity (WMfEP) project by providing administrative support to staff and partners in the Dera Ismail Khan Field Office.  The Administrative Officer will ensure all IWMI policies and practices processes, are maintained to the highest possible standards to ensure compliance with both IWMI and USAID requirements. Administrative Officer will proactively develop and maintain records and filing systems, ensures effective client, partner and visitor interface and coordinates all Field Office activities.

GENERAL DUTIES AND RESPONSIBILITIES

• Support the Chief of Party (CoP) and Deputy Chief of Party (DCoP) in the management of the IWMI-Field Office in Dera Ismail Khan, including recommending and implementing policies and processes, developing/maintaining and updating administrative procedures, developing and maintaining record/filing systems, ensuring effective customer interface for visitors, and coordinating workshops, conferences, etc.
• Assist the CoP and DCoP in interactions with relevant government agencies and other partners.
• Manage the field office space and environment including the supervision of maintenance, cleaning, health and safety, security & transport.
• Oversee the work of other support staff, Ensure that research staff have adequate administrative support, ensuring the smooth functioning of travel arrangements and other logistics for special events such as workshops, meetings, seminars, etc.
• Provide programmatic support to research staff by generating periodic project reports as required by IWMI’s headquarters and IWMI’s partners/donors as per specified timelines, updating project records on e-project/e-filing and other tasks as assigned by the Chief of Party and Deputy Chief of Party.
• Asset management (fixed and moveable): procurement, maintain a proper record and tracking of all assets and periodically review functionality and use. Ensure all equipment – office, scientific, vehicles are properly maintained and working and any obsolete equipment is managed according to IWMI policy, and;
• Undertake relevant assignments as requested by the Chief of Party and Deputy Chief of Party from time-to-time.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Demonstrates good judgement and initiative and highly adaptable and flexible.
• Excellent service delivery approach.
• Presentable, professional.
• Good administrative/management and problem-solving skills.
• Strong personal organization skills and the ability to prioritize and multi-task.
• Excellent interpersonal skills and teamwork.
• Familiar with Windows Operating System Environment.
• Good IT skills particularly in Outlook, Word, Excel.
• Good spoken, written, comprehension of English.
• Good spoken, written, comprehension of Urdu.
• Ability and willingness to travel to remote districts of Khyber Pakhtunkhwa (KP).

MINIMUM EDUCATIONAL QUALIFICATIONS AND EXPERIENCE REQUIRED

• Bachelor’s Degree in Business Administration, Business Commerce or equivalent qualification.
• A minimum of 5 years relevant experience, preferably with international organizations with increasing responsibility.

TENTATIVE START DATE: 1^st October 2021

This appointment is coterminous with the activity and therefore linked with the activity requirements. Employment contracts are typically of 21 months duration subject to annual performance review. IWMI may extend the contract depending on performance, institute requirements and the availability of funding.

The above job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities, and qualifications required by employees assigned to this position. Nothing in this herein restricts management’s ability to assign or reassign duties and responsibilities to this job at any time.