Executive Assistant - International Water Management Institute

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The International Crops Research Institute for the Semi-Arid Tropics (ICRISAT), a CGIAR Research Center, is seeking a dynamic and multi skilled Executive Assistant.

This position will be based in Accra, Ghana, and will be hosted by the International Water Management Institute (IWMI).

The primary objective of this role is to support the Chief of Party (COP) in the implementation of the SERVIR West Africa Phase 2 activity. The Executive Assistant supports the Chief of Party and the program management unit (PMU) to ensure efficient operations and achievement of activity goals.

Responsibilities include refining internal processes, coordinating resources for workflow optimization, maintaining program files, scheduling meetings, and reporting. The Executive Assistant also facilitates communication among program personnel, consortium members, and partners, managing relationships across various projects. Successful candidates will prioritize COP objectives, achieve organizational goals, and uphold best practices.

About IWMI:

The International Water Management Initiative (IWMI) is a research-for-development (R4D) organization with the vision ‘a water-secure world'. IWMI works with governments, civil society, and the private sector to solve water problems in developing countries and scale up solutions. IWMI is headquartered in Colombo, Sri Lanka, with offices in 15 countries and a global network of scientists operating in more than 30 countries. IWMI is a member of the CGIAR. IWMI's Office in Ghana covers the west and central Africa region

About ICRTISAT:

The International Crops Research Institute for the Semi-Arid Tropics (ICRISAT) is a pioneering, internationally recognized International Organization committed to developing and improving dryland farming and agri-food systems to address the challenges of hunger, malnutrition, poverty, and environmental degradation affecting the 2.1 billion people residing in the drylands of Asia, Sub-Saharan Africa, and beyond.

About SERVIR:

A joint initiative of the National Aeronautics and Space Administration (NASA) and United States Agency for International Development (USAID), and leading geospatial organizations in Asia, Africa, and Latin America, SERVIR collaborates with countries and organizations in these regions to address critical challenges in climate change, food security, water and related disasters, land use, and air quality. Using satellite data and geospatial technology, SERVIR co-develops innovative solutions through a network of regional hubs to improve resilience and sustainable resource management at local, national and regional scales.

DUTIES & RESPONSIBILITIES:

• Manage professional and personal scheduling for COP, including agendas, mail, calls, travel arrangements, contact management, and other program logistics
• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to the PMU
• Manage, coordinate, and arrange COP travel and travel-related activities, including hotel booking, transportation, and meal coordination
• Perform administrative and office support, such as drafting documents, spreadsheet creation, and maintenance of filing system and contact database
• Lead in drafting and editing reports to the donor, coordinating input and formatting with meticulous attention to detail
• Maintain records and communications to allow the COP to validate and approve invoices. Maintain financial records and follow-up, in coordination with the ICRISAT Grants Manager
• Liaise with the ICRISAT Operations and Grants Managers, and maintain a tracking system to achieve timely drafting and approval of sub-awards
• Maintain professionalism and exercise discretion when interfacing with the partners
• Organize team communications and plan events, both internally and offsite. This includes liaison with relevant ICRISAT offices to obtain requisite travel authorizations and to book travel according to ICRISAT policies

Requirements

EDUCATIONAL QUALIFICATIONS & EXPERIENCE:

Essential

• Bachelor's degree in business management, business administration, or a closely related discipline
• Minimum of 05 years of experience in an administrative role reporting directly to upper management
• Proven experience in overseeing budgets and expenses
• Demonstrated skill in editing reports and documents
• Experience in developing internal processes and filing systems
  
  

KNOWLEDGE, SKILLS & ABILITIES:

Essential

• Excellent oral and written language skills in English, including effective listening and strong verbal and written communication abilities.
• Strong time-management skills and the ability to organize and coordinate multiple projects at once
• Proficiency in Microsoft Office and other office productivity tools, with an aptitude to learn new software and systems
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
• Attention to detail and accuracy are essential
• Ability to maintain company confidences

Desirable

• Fluency in French is an added advantage

Benefits

This is a nationally recruited position, and only Ghanaian nationals 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 successful candidate will be issued a contract by IWMI & the initial contract duration will be two years, with possibility of extension based on satisfactory performance and availability of funds. The probationary period for this position is six (6) months.

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