The International Water Management Institute (IWMI), a CGIAR Research Center, is seeking a dynamic and multi-skilled candidate to join its headquarters in Battaramulla, Sri Lanka, as an Administrative Officer.

This Administrative Officer is responsible to support operations of Finance department by coordinating various administrative activities to ensure the timely delivery of work and maximise the efficiency of administrative function within finance.

The Administrative Officer will manage day-to-day office operations such as logistical support, scheduling meetings, maintaining accurate records and documentation and liaison between various departments. This role also involves communicating with external stakeholders such as donors, bankers and vendors in an accurate, transparent and professional manner.

DUTIES & RESPONSIBILITIES:

• Responsible for preparing all correspondence needed to fulfil the obligations of the Finance department, and for assisting the Senior Administrative Officer and Head of Finance to ensure the accurate, effective, and timely delivery of documents.
• Liaises with IWMI’s banks and beneficiaries to address all fund transfer queries, ensuring that funds are deposited into the respective bank accounts on time; Track and follow up on monthly fund transfers to Association of International Agricultural Research Centers (AIARC) for international staff salary payments.
• Assist in submitting financial reports and invoices to all donors, regularly following up donor receivables and submit acknowledgements for disbursements by donors; Share donor queries with the Reporting team and coordinate the feedback process.
• Compile the necessary documents to open or close bank accounts at IWMI headquarters and regional offices, ensuring accurate documentation processes, and liaising with the Legal Officer to obtain the required Power-of-Attorneys and Attestations.
• Liaise with relevant divisions to prepare billings for cost reimbursements and follow-up to ensure payments are received timely.
• Assist in arranging logistics for international travel related to meetings and conferences, including using the Enterprise resource planning (ERP) system for entries and workflows, coordinating itineraries and visas through the Travel Office, and handling other purchasing requirements through the ERP system entries.
• Assist the Senior Administrative Officer to liaise and coordinate with the insurers for the timely renewal of policies of the insurance portfolio of IWMI headquarters. Report any damages/losses of items insured to the insurer and follow up on these to get early payments of insurance claims; Responsible to insure all new assets purchased throughout the year.
• Responsible for circulating draft Internal Audit reports to the relevant staff at IWMI headquarters and regional offices for their comments and preparing the draft management letter by incorporating the responses received; Under the guidance of Head of Finance, follow up with respective staff to see that audit recommendations are implemented; Prepare status reports for past Internal Audit reports to support the timely preparation of the Board paper by the Audit Asia unit.
• Updating the IWMI Financial Authorization Limits document, adding newly recruited staff, and ensuring that the Intranet information is always current; Coordinate with the Human Resources Department to obtain staff details.
• Coordinate with the staff to gather relevant details to prepare the US tax returns, with accurate documentation and the timely submission to the Tax Consultant; Ensure 100% error-free information/documentation and maintain confidentiality on sensitive information.
• Attend to any other administrative functions related to a finance department by handling multiple urgent requirements simultaneously as needed.

Requirements

EDUCATIONAL QUALIFICATIONS & EXPERIENCE:

Essential,

• Bachelor’s degree in Business Administration, Business Management or a closely related discipline.
• Minimum of 03 years of highly relevant experience.

Desirable,

• Experience in financial administration or project coordination.
• Awareness of regulatory requirements and compliance standards.

KNOWLEDGE, SKILLS & ABILITIES:

Essential

• Ability to manage multiple tasks and priorities efficiently.
• Proficiency with Microsoft Office Suite (especially Word, Excel, and PowerPoint).
• Ability to handle sensitive information responsibly and maintain confidentiality in all matters, especially financial and personnel-related data.
• Personal attributes such as high standards of conduct, respect, flexibility and sound work ethics.
• Comprehensive knowledge of administrative and operating protocols and policies.
• Attention to detail, ability to maintain accurate records and high level of service delivery approach.
• Excellent oral and written language skills in English, including effective listening and strong verbal and written communication abilities.

Benefits

This is a nationally recruited position and only Sri Lankan 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 duration of the contract will initially be for a period of three years with the possibility of extension.

HOW TO APPLY: Apply for the position by following the application instructions at www.iwmi.org/jobs. We will be accepting applications through 24:00 (IST) on March 16, 2025 (applications will be reviewed on a rolling basis). Your application must include a CV, cover letter, and three (3) references, which may be contacted if you are shortlisted. Receipt of all applications will be acknowledged, but only short-listed candidates will be contacted.

IWMI believes that diversity powers our innovation, contributes to our excellence, and is critical for our mission. We offer a multi-cultural, multi-color, multi-generational and multi-disciplinary working environment. We are consciously creating an inclusive organization that reflects our global character and our commitment to gender equity. We, therefore, encourage applicants from all cultures, races, ethnicities, religions, sexes, national or regional origins, ages, disability status, sexual orientations, and gender identities.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements