The International Water Management Institute (IWMI), a CGIAR Research Center is searching for a talented and motivated individual to join its headquarters in Battaramulla, Sri Lanka, as a Administrative Officer – Travel & Hospitality Services.

The Administration Officer – Travel & Hospitality Services will play a vital role in supporting IWMI’s Travel and Visa Section, as well as the Conference and Hotel Services units. This position involves extensive support in managing and processing documents for employment visas, resident permits, travel visas, and the logistical aspects of conference planning.

Additionally, the role includes finalizing travel bookings, liaising with travel agents, reconciling travel invoices, and processing ticketing invoices for payments. The officer will also gather sustainability data, coordinate efficiently with hotels and external stakeholders, and support event organization.

DUTIES & RESPONSIBILITIES:

Travel & Visa Support,

• Prepare and manage documentation for new employment visa applications, resident permit renewals, and visa acquisitions for conferences and meetings.
• Assist with overseas travel visa applications by compiling and verifying necessary documents.
• Collect and analyse travel quotes to support decision-making and cost-effectiveness.
• Collect and analyse sustainability-related travel data for both HQ and regional offices, including data for GHG emissions reporting.
• Reconcile air ticketing invoices with purchase orders and ensure compliance with documentation requirements.
• Coordinate with regional offices and travel agents to ensure timely ticket issuance in adherence to IWMI’s Travel Policy and workflow.
• Maintain staff travel data for HQ and regional offices, including supporting documents for air tickets and visa arrangements.
• Issue International SOS travel advisories for travellers whose tickets are arranged through IWMI HQ.
• Verify and process travel invoices submitted by travel agents, ensuring alignment with approved purchase requisitions, creating purchase orders, and coordinating payments with the finance department.
• Perform additional tasks as assigned by the Travel Networking Manager.

Conference and Hotel Services Support,

• Coordinate hotel bookings and confirmations, ensuring compliance with IWMI’s standards and requirements.
• Assist in generating purchase requisitions and purchase orders for event-related services.
• Prepare service entry sheets for service verification and facilitate payment processing.
• Collect and analyze sustainability data related to hotel stays, meals, and conference logistics, including hotel room nights and event-related GHG emissions.
• Liaise with external parties to ensure efficient event organization, assist in placing orders for events/functions, and coordinate event logistics.
• Perform any other tasks assigned by the Senior Administrative Officer – Conference Co-ordination and Office Support Services.

Requirements

EDUCATIONAL QUALIFICATIONS & EXPERIENCE:

Essential,

• Bachelor’s degree in Business Management, Business Administration, Travel, Hospitality, Event Management or a closely related discipline from a recognized and accredited university, or an equivalent professional qualification.
• At least 3 years of relevant experience in a reputable establishment, directly involved in administrative/support functions.

KNOWLEDGE, SKILLS & ABILITIES:

Essential,

• Proficiency in Microsoft office package – especially Word, Excel, PowerPoint, Outlook, and Teams – coupled with good computer skills to analyse data, consolidate and report information, and track measures.
• Excellent oral and written language skills in English, including effective listening and strong verbal and written communication abilities.
• Excellent service delivery approach.
• Good administrative and management skills, with strong problem-solving abilities.
• Ability to demonstrate good judgment and initiative; highly adaptable, flexible, and proactive.
• Strong personal organization skills, capable of prioritizing and multitasking effectively.
• Excellent interpersonal skills, with the ability to engage effectively with people from diverse cultures.
• Strong negotiation and persuasion skills.

Desirable,

• Knowledge of relevant government protocols.

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 February 09, 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