Administrative Services Specialist at Water.org

Summary

The Administrative Services Specialist position within the Global Impact department is primarily responsible for ensuring operational and executive effectiveness through delivery of defined, specialized administrative services and project support.

Reporting to the Regional Operations Director, Africa, this individual will build relationships with staff across multiple regional functions and will implement a broad range of services that support critical business objectives related to maintaining compliance with legal, regulatory, and corporate business standards and policies.

Success in this role requires strong initiative and problem-solving skills, including the ability to think ahead and seek out ways to help optimize the functioning of regional operations and related projects and priorities. As such, this individual will exhibit exceptional customer focus and a strong track record of results-orientation.

Key Responsibilities

Office Administration (30%)

Implements policies and standard operating procedures for administration of the organization’s legal entity, corporate safety and security, and coordination of office-based services, including, but not limited to:

• Liaise + maintain documentation with landlord and/or vendors on requests for repairs, office modifications, cleaning services, transportation, hotels, etc.
• Ensure office space is secured (maintain logbook for visitors/vendors, manage master keys, maintains roster of emergency numbers, etc.)
• Post legal notices (as required) at the office location.
• Coordinate safety + security meetings, post evacuation plans, distribute materials, etc.
• Coordinate correspondence related to office operations, mail, and courier services.
• Act as Point of Contact for office location/Hub staff on office space requests, such as desk assignments, security badges, office supplies, etc.
• Maintain and/or monitor calendars of holidays, organizational deadlines, and other important timelines critical to maintain office operations.
• Troubleshoot and support team on technology needs, including issue identification and resolution in line with the organization’s Technology policies and procedures.
• In conjunction with Regional Finance, maintain current inventory of office supplies and assets.
• Supports procurement procedures, such as collecting quotations, posting tenders (as applicable), acting as point of contact for the office location for vendor inquiries.

Project Coordination - Regional Events (30%)

• Schedule and coordinate meetings and events in support of the region and/or country office coordinating timing across international time zones and arranging audio and visual technology that meets participant needs.
• Proactively identify needs for deliverables, meetings, and events and develop processes to meet deadlines, coordinate team member participation, and drive successful results.
• Research and secure appropriate venues, catering, and/or necessary equipment for events and meetings. Create event budgets, perform cost analysis, and liaise with vendors; prepare post-event analysis and reconcile all billing/invoices.
• Develop, request, consolidate, format, archive, and proactively share meeting materials and follow-up information.
• Manage internal and external events calendar for the region ensuring successful participation by the team during the year.

Business Operations Support (20%)

• Coordinate and manage scheduling of regional meetings. Take accurate and relevant meeting notes or minutes, disseminate key meeting information, and track follow through of action items from meetings.
• Create and maintain systems for tracking and coordinating work, and proactively communicate with team members regarding status of work.
• Manage teams travel support services in line with the organization’s Travel & Entertainment policy and procedures, such as booking travel, arranging transportation, hotels, coordinating visa requests, Research travel options based on satisfaction scores, market updates, etc.
• Maintain organized team SharePoint site and files, and ensure information is easily accessible. As applicable, implement administrative requirements of global processes and governance, such as creating templates, preparing/retaining communication on SharePoint or other platforms, maintaining records, etc.
• As directed or assigned, provide administrative support for committees, projects and related operations priorities of moderate complexity and duration.

Executive Support (20%)

• Schedule meetings for and manage the calendar of the Regional Director; liaise with staff and external parties on availability of the Regional Director.
• Submit timely, accurate, and policy-compliant expense reports on behalf of team members.
• As directed or assigned, draft and edit general communications, correspondence, presentations, documents, and reports. Critically review and fact-check materials provided to executives for clarity and quality.
• Maintain and/or monitor calendars, e-mails, deadlines, and appointments for management.
• Draft and edit presentations, documents, graphs, visuals, and reports as required.

Management Responsibility

• Individual contributor with no subordinates.

This description is not designed to cover or contain a comprehensive listing of scope, stakeholders and linkages for every project, duty or responsibility but is intended to highlight internal or external processes, functions and jobs/roles that are expected to regularly interact with this position to deliver work. Scope may change or be assigned at any time with or without notice.

Skills and Competencies

• Customer Focus – Building strong customer relationships and delivering customer-centric solutions.
• Communicates Effectively – Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
• Drives Results – Consistently achieving results, even under tough circumstances.
• Collaborates – Building partnerships and working collaboratively with others to meet shared objectives.
• Optimize Work Processes – Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
• Manages Ambiguity – Manages ambiguity by operating effectively, even when things are not certain or the way forward is not clear.

Qualifications

Required:

• Bachelor’s degree and/or equivalent work-related experience.
• A minimum of five years of experience in an executive and administrative services role in a complex operating environment, including:
  • Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, various internet applications, and email applications.
  • Proficient interpersonal skills including the ability to interact with multiple levels of the global and regional hierarchy, visitors, and/or external parties.
  • Creating and managing a broad range of oral and written communication.
  • Demonstrated understanding of project management methods and tools.
• Impeccable integrity and discretion.
• Language(s): Proficient (written and verbal) in English.

Preferred:

• Eight years or more of executive or administrative service experience.
• Experience working within a global organization.
• Experience implementing processes and procedures.
• Eagerness to learn new systems and use technology to advance efficiency and engagement with regional staff.
• Language(s): Proficient (written and verbal) in regional languages is a plus.