DUTIES AND RESPONSIBILITIES: 

• Provide administrative support to the IWMI Zambia office.
• Arrange travel in accordance with IWMI policies, including visas, accommodation, and itinerary preparation, while also assisting with administrative tasks related to submitting claims to the finance team for processing.
• Assist in organizing and managing workshops, preparing invitations and certificates, and arranging logistical requirements for participants.
• Support the preparation of documentation and procurement of items/services for meetings, seminars, and workshops, ensuring compliance with IWMI policies and procedures.
• Manage the Senior Project Manager’s diary by scheduling and confirming meetings, as well as coordinating all logistical arrangements in a timely and efficient manner.
• Maintain and update a contact database for the IWMI Zambia office, including service providers and partners.
• Monitor office supply inventory and place orders as needed.
• Oversee general office maintenance, including electrical, plumbing, safety, security, and IT-related matters, by coordinating with relevant service providers.
• Provide administrative support for carbon footprint and sustainability data collection for the IWMI Zambia office.
• Respond to inquiries and requests for information in a professional and efficient manner.
• Manage the processing of consultant and intern contracts, including organizing invoicing and payments to ensure a smooth workflow.
• Assist in the recruitment of consultants and interns, including preparing documentation for shortlisting and processing contract variations.
• Provide administrative support in compiling documentation and submitting or uploading Agreements, Memoranda of Understanding (MoUs), and Consultancy/Internship requests through IWMI’s internal systems.
• Perform any other administrative or support duties as required by the RGLs/PLs based in the Zambia office, within the scope of this role.

Requirements

EDUCATIONAL QUALIFICATIONS AND EXPERIENCE: 

Essential:

• A recognized administrative qualification or a minimum of five years of proven experience in an administrative and support role within a multidisciplinary and multicultural organization.
• Advanced proficiency in computer applications, including Microsoft Word, Excel, Outlook, and PowerPoint.

Desirable:

• Diploma in Administrative Management

KNOWLEDGE, SKILLS, AND ABILITIES: 

Essential:

• Fluent in English, with excellent written and oral communication skills.
• Strong communication, organizational, and planning skills.
• Meticulous attention to detail in all aspects of work.
• Ability to prioritize tasks effectively and complete them promptly, ensuring that today’s tasks are not delayed until tomorrow.
• Proactive time management, demonstrated by consistently taking initiative to complete tasks as they arise, maintaining high productivity and efficiency.
• Strong problem-solving skills, with the ability to identify issues, analyze potential solutions, and implement the most effective resolution efficiently.
• Ability to remain calm under pressure and adapt to changing circumstances.
• Proactive and resourceful, with a high degree of initiative and judgment to anticipate needs, address issues, and independently execute or coordinate a range of tasks.