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Job Title:   Programme Admin Assistant – Young Professional (Fresher Jobs)   

Organisation: Global Water Partnership (GWP)

Duty Station:  Entebbe, Uganda

Net Monthly Salary: €873[2] net monthly plus a good benefit package

Reports to: Regional Coordinator, GWP Eastern Africa (GWPEA)

About US:

The Global Water Partnership (GWP) is a multi-stakeholder platform supported by a global secretariat that was established as an intergovernmental organization to support countries around the world in their efforts to implement a more equitable and sustainable management of their water resources. The GWP network spans 13 regions with more than 3,000 institutional Partners in 180+ countries. The global secretariat is hosted by the GWP Organization (GWPO) located in Stockholm, Sweden.

GWP Eastern Africa (GWP-EA) is a Regional Water Partnership (RWP) within the GWP Network. GWP Eastern Africa brings together governmental, non-governmental, educational, private and civil groups and all water related institutions and sectors from countries in the region currently including Burundi, Egypt, Eritrea, Ethiopia, Kenya, Rwanda, Somalia, Sudan, and Uganda.  GWP-EA works closely together with the Regional Economic Communities covering countries of the region such as IGAD, COMESA, EAC, and other entities for purposes of supporting countries in the sustainable management of their water resources.

Job Summary:  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.

Key Duties and Responsibilities:

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, Skills and Experience:

• The ideal candidate should hold an Advanced Diploma or Bachelor’s degree in Human Resources Management; Business Administration; with basic book-keeping and accounting skills
• One year of 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

How to Apply:

All candidates should submit their online applications at the link below.

Click Here

Note:

• Email applications will not be accepted
• Maximum 2-page CV and 1-page cover letter describing how your experience, qualifications and competencies match this position.
• Only short-listed candidates will be contacted.

Deadline: 21^st February 2022

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