Summary
Date Posted: Thursday, February 03, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
REPORTS TO: Regional Coordinator, GWP Eastern Africa (GWPEA)
TEAM: GWPO Finance & Administration and GWPEA Secretariat
GRADE: E1 – Assistant
ELIGIBILITY: Recent graduates, under 35 years; Nationals from Burundi, Egypt, Eritrea, Ethiopia, Kenya, Rwanda, Somalia, Sudan, and Uganda
LOCATION: Entebbe, Uganda – GWPEA Secretariat, hosted by the Nile Basin Initiative (NBI)
DEADLINE: 21 February 2022, 23:59 CET interviews ongoing on rolling basis
CONTRACT: 6-month, starting March 2022
SALARY: €873** net monthly plus a good benefit package

BACKGROUND
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. More information: www.gwp.org.
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. More information: www.gwpea.org

SCOPE OF POSITION
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

Non-technical
• Professionalism: Strong service orientation. Demonstrating/safeguarding ethics and integrity. Demonstrates self-development and initiative-taking. Experience from and ability to work in a multi-cultural and international environment based on mutual respect and tolerance. Ability to exercise good judgement, discretion, and tact in handling sensitive issues.
• Planning and Organising: Excellent organisational and task management skills, with appropriate attention to details and ability to prioritise work among competing demands under tight deadlines. Ability to thrive in a fast-paced work environment where adaptability is essential.
• E-literacy: Excellent e-skills, including the ability to use modern office technology and related software. Practical knowledge of word processing, spreadsheet, and presentation software is required. Ability to do internet research, compile information and find solutions online to information gaps is essential.
• Teamwork: Support colleagues, contribute to team culture, and share responsibility for decision-making and results. Places team agenda before personal agenda. Supports and acts in accordance with final group decision; shares credit for team accomplishments and accepts joint responsibility. Ability to deliver timely and high-quality products. Ability to work effectively and harmoniously at all levels.
• Language: Other languages – particularly French and Spanish are considered an advantage.
• Personal: A sense of humor. Love for nature, its beauty, and its resources. Willingness to ‘get the job done’ with a positive attitude to take on a wide range of tasks.
• Actively contribute to building a learning culture by modelling good learning practices and supporting others in doing so.

Must be 35 years old or younger at the end of this program /contract
Estimated 2022 cost of living adjustment for Entebbe already applied to the net salary, Grade E1

Education Requirement: No Requirements

Job Experience: No Requirements

Work Hours: 8

Job application procedure
Applications must be submitted in English only and only via the online application system: https://gwp.bamboohr.com/jobs/view.php?id=71&source=aWQ9Mw%3D%3D 
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.
Questions can be directed to hr@gwp.org. 
GWP offers competitive remuneration as well as an attractive work environment, with flat hierarchies, with great opportunities for professional exposure and growth.

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