Administrative Manager - International Water Management Institute

The International Water Management Institute (IWMI), a CGIAR research center has an exciting opportunity for a competent, self-motivated, and dynamic candidate to join as the Administrative Manager.

The position holder is required to provide administrative functions for the IWMI-West Africa Office under the direction of the Country Representative and in consultation with relevant departments at IWMI Head Quarters.

Duties AND Responsibilities:

Human resources functions

• Main point of contact for HQ HR department.
• Manage recruitment/selection, induction/settle-in process (in collaboration with HR) for all new staff, consultants and interns including related logistical support.
• Assist expatriate staff, interns/fellows in securing suitable accommodation and suitable rental contracts.

Administrative Functions

• Manage the IWMI-West Africa office; recommend and implement policies and processes, develop, maintain, and update administrative procedures, develop and maintain proper record/filing system, ensure effective customer interface for visitors,
• Oversee the work of other support staff to ensure that research staff have adequate administrative support.
• Manage the office space supervise the work done by the maintenance staff and oversee the cleaning of the office and its surroundings
• Oversee the IT function and ensure the provision of adequate level of IT support.
• Under the guidance of the Head of Office, manage the overall regional communications within IWMI-West Africa for all general, non-research topics.
• Manage IWMI Ghana email account and update the CR on relevant emails sent to that account.
• Oversee work outsourced by the office and contracts with vendors. (Horticultural Services, Security Services)
• Coordinate workshops, conferences, and meetings in and outside the office, etc.

Implement Host Country Agreement and other Hosting Agreements

• Oversee interactions with Government Ministries, Departments and Agencies on all administrative matters in consultation with the CR
• Oversee submission of annual report and other knowledge materials to the Ministry of Foreign Affairs in consultation with the CR
• Oversee the implementation of diplomatic privileges granted by the Government of Ghana through the Ministry of Foreign Affairs to IWMI and all IRS
• Oversee the implementation of the responsibilities on IWMI to the Government of Ghana
• Oversee the drafting and renewal of service and hosting agreements with hosted Institutions.
• Point of contact for HR and administrative services to hosted institutions

Health and Safety

• Recommend and implement policies and processes to ensure a healthy and safe working environment.
• Oversee training on health and safety in the work environment including the use of fire extinguishers
• Serve as CGIAR COVID – 19 Focal Point for Ghana
• Act as Health and Safety Focal Point for Ghana
• Implement COVID-19 protocols including assisting staff to prepare field trip risk assessment, review of health evaluation forms for staff and visitors to the office.

Logistics, Procurement, Facility Management

• Oversee the transport unit including the supervision of staff attached to the transport unit.
• Manage the transport requirements – scheduling drivers based on transport requests.
• Ensure the maintenance, servicing and repair of IWMI vehicles.
• Prepare accurate monthly statements from vehicle log sheet and submit same to the accountant after approval.
• Maintain Vehicle Registration File

Procurement

• Maintain a record of key suppliers
• Oversee the day-to-day delivery of procurement services in collaboration with the Finance Manager
• Handle all IWMI shipment and process tax clearance and VAT exceptions on all imported items for IWMI and hosted organizations.
• Prepare letters for the issuance of Foreign Ministry ID cards and resident permits for IWMI International Staff and International Staff of hosted organizations.
• Process visas for IWMI Staff/Staff of hosted organizations as well as official visitors.

Facility Management

• Responsible for managing the maintenance requirements of the IWMI Ghana office and infrastructure.

Requirements

MINIMUM EDUCATIONAL QUALIFICATIONS AND EXPERIENCE:

• A postgraduate university degree in business administration, human resources or equivalent professional status awarded by a relevant professional institute.

• Minimum of 10 years of work experience, including at least 7 years of demonstrated experience in international research for development organization
• Good organizational skills, with the ability to handle multiple tasks in a timely manner.
• Demonstrated strong communication skills, particularly when preparing correspondence and briefings.
• Demonstrated familiarity with social media and the ability to use such media to promote inter-office communications and information sharing.
• Prior experience in similar position with international organizations preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent command of English, both written and spoken.
• Conversant in MS office software packages.
• Experience in management or administration in similar International Organization
• Experience with handling protocols under diplomatic arrangement.

• Outstanding service approach and high level of interpersonal, communication and service management skills in a multi-disciplinary and multi-cultural organization.
• Very good personal organization and priority setting skills.
• Commitment to teamwork and strongly valuing the sharing of information and continuous improvement in a cooperative atmosphere.
• Well-developed administrative skills and good communication skills.
• Demonstrates effective skills in leading and managing people.
• Focus on high quality service.
• Good understanding on the application of relevant administrative policies and procedures.

Benefits

This is a nationally recruited position and only candidates who are eligible to work in Ghana will be considered. IWMI offers a competitive salary and benefits package, inclusive of health insurance, life insurance, accidental death and dismemberment (AD&D) insurance, and long-term disability coverage. The duration of the contract will initially be for a period of three years with the possibility of extension.