The programme admin assistant is primarily responsible for all the GWPEA administrative activities in close collaboration with the Regional Finance & Administration Specialist and the Regional Coordinator and with a close working relationship with other GWPO/EA Secretariat staff and close liaison with the NBI administration team.

Specific Duties
• 20% Programme Administration
• All logistical and administrative support for the Regional Coordinator’s office/activities and works closely with project teams:
• Communications & information management
• Correspondence: receive, record, date-stamp and screen all incoming mail, extracting information regarding visitors, missions and meetings, etc., distribute mail; record and dispatch all outgoing mail
• Calls: receive, respond or direct incoming calls appropriately to ensure timely and efficient communication; and that GWPEA staff are kept informed of phone calls, meetings and other engagements
• Archiving: ensure that mail, phone messages, electronic communication etc are numbered appropriately; proper physical and electronic filing systems are effectively maintained for all incoming, outgoing, confidential, and routine correspondence, various documents, and reports relating to GWPEA business
• Keep and maintain a list of names and detailed contact addresses of RSC members and other related officials
• Events & travel coordination
• Coordinate the preparation of meetings, conferences, seminars, workshops and other events.
• Plan & organize business itineraries, travel assignments and logistics for the Regional Coordinator, consultants, study/working groups and GWPEA officials.
• Ensure warm and friendly reception of GWPEA guests including facilitating settlement as well as sourcing for permits, housing, identity cards and other related requirements
• 30% Financial Administration
• Backstopping the Regional Finance & Administration Specialist in their absence:
• Stores management, procurement support, asset management, logistical arrangements for meetings and events
• Facilitate payments to service providers and conduct any necessary follow-ups
• Facilitate internal meetings including drafting agenda, presentations and taking and circulating minutes
• Acting as agent for GWPEA’s bank accounts; ensuring that all monies requested for are withdrawn from the bank in a timely manner and distributed to the different points of service
• 50% HR Administration
• Backstopping GWPO’s Water Resources, Youth Engagement Specialist and GWPO’s HR & Admin in:
• Coordination of recruitment, selection, and on-boarding processes
• Publish vacancy announcements on various online platforms and internally on GWPO’s applicant tracking system (HR info system)
• Schedule interviews including preparation of interview protocols and on-boarding agenda
• Pre-boarding including provision of related info and relocation travel arrangements as needed
• Coordination of internship and young professionals’ programs
• Events (career talks, learn & lunch, webinars/workshops)
• Preparing decisions and updating templates when required
• HR apps & surveys: process related admin tasks including sharing product updates, HR analytics and archiving (e.g., invoices, survey results etc.)
• HR processes and procedures: inform staff of any changes; updating related documentation and follow-up on implementation when required
• Co-edit the GWP Hub HR site page: update new information when required
• Archiving and document management: filing, updating databases, compiling relevant analysis reports for inclusion in the GWPO annual HR report
• Professional and personal development: complete HR certification course(s); co-lead an HR project, and get involved in a relevant professional network

Qualifications and Experience
• Advanced Diploma or Bachelor’s degree in Human Resources Management; Business Administration; with basic book-keeping and accounting skills
• Minimum 1-year post qualification working experience in human resources management, administration, or similar positions, preferably in a regional and multi-cultural working environment
• Proficient in MS 365 Office; good familiarity and working knowledge of accounting systems with advanced digital skills, an advantage
• Excellent oral and written communication skills in English and ability to professionally represent the Regional Coordinator’s office
• Conscientious, socially skilled, and service-minded attitude as well as high attention to detail and numerical accuracy
• Ability to work independently and multi-task
• Committed to meeting deadlines and delivering good quality work