Facilities Admin Associate

FACILITIES ADMIN ASSOCIATE
REPORTS TO: Chief Financial & Administration Officer
TEAM: Finance & Administration
GRADE: E2 - Associate
ELIGIBILITY: Swedish nationals or legally resident in Sweden at the time of application
LOCATION: Global Secretariat in Stockholm, Sweden
SALARY: €2,107-2,500 net monthly plus a good benefit package.
DEADLINE: 21 Apr.22, 23:59 CET
BACKGROUND
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.
SCOPE OF THIS POSITION
The global team is comprised of a dynamic group of 40+ staff who work to support GWP’s Regional Water Partnerships, Country Water Partnerships, and institutional partners, as well as all GWP’s stakeholders. GWPO is Implementing Partner for Cap-Net UNDP, a knowledge Network.
The Facilities Admin Associate provides day-to-day administrative services as required; monitors office service agreements, initiates and oversees the procurement of such services as needed; and coordinates the maintenance of a secure and well-functioning work environment.
SPECIFIC DUTIES
80% Facilities and vendor management
Coordination and liaison with vendors, service providers and suppliers:
Liaison for office maintenance; office supplies; relocation; renovations/refurbishments; office ergonomics; health & safety; security and fire safety measures; key card access
Support with preparation/updating contractual agreements with vendors and service providers
Oversee the procurement process for office services including:
Selection of appropriate suppliers, contractors, comparing and evaluating offers
Negotiate contract terms, pricing when required and register new vendors onto NAV/ERP
Order office supplies, materials, and replenishing stock in a timely manner
Prepare and submit monthly office expenditures reports
Filing and archiving office services supplier contracts and administrative documents
Maintain an updated fixed asset register
Efficient distribution of mail and deliveries
Controlling monthly bank reconciliations
Additional tasks relevant to the position as assigned by the CFAO

20% Events and travel coordination
Support the ES Office on various administrative services
Backstops travel coordination for meetings, events, related arrangements, including preparation of travel claims for ES Office and Steering Committee activities
Supports preparation of financial decisions, codes invoices as required.

QUALIFICATIONS AND EXPERIENCE
A diploma or university degree in Business Administration or equivalent
2 years’ experience in administration preferably in an international working environment
Proficient in MS 365 Office
Conscientious, socially skilled, very service-minded attitude
Reliable, go-getter – taking initiatives, anticipating what´s needed in advance
Excellent attention to detail and accuracy
Ability to work independently and multi-task
Committed to meeting deadlines and high quality of work
Excellent interpersonal skills with excellent oral and written communication skills in English
Professional working knowledge of Swedish is required – B2 level (CEFR)

COMPETENCIES
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: French and Spanish are considered an advantage – minimum B1 level (CEFR)
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.
Learning: Actively contribute to building a learning culture by modeling good learning practices and supporting others in doing so.

PLEASE NOTE
Applications must be submitted in English only and only via the online application system
Email applications will not be accepted
Maximum 2-page CV and 1-page cover letter (a must) describing how your experience, qualifications and competencies match this position.
Only short-listed candidates will be contacted within 4-6 weeks after the application deadline.
Questions can be directed to hr@gwp.org.
GWP offers competitive remuneration as well as an attractive work environment, with flat hierarchies, and with great opportunities for professional exposure and growth.