BACKGROUND

The Global Water Partnership (GWP) is an international institution comprising the intergovernmental Global Water Partnership Organisation (GWPO) and a global network of Regional and Country Water Partnerships operating in more than 180 countries.

Under the GWP Strategy 2026–2030 and the Global Transformation Agenda on Water Investments, GWPO is strengthening decentralized operational delivery systems, institutional governance arrangements, integrated operational management systems, and corporate service functions supporting global programme implementation and climate-resilient water investments.

GWPO is implementing a major institutional transformation agenda involving:

decentralized technical support hubs;
dual headquarters operations;
integrated operational management systems;
strengthened procurement and fiduciary governance;
enhanced institutional service delivery systems;
and modernized travel, facilities, logistics, and administration functions.

The Corporate Services & Administration Specialist position supports operational administration, procurement coordination, facilities management, travel management, institutional logistics, records management, and operational service delivery across GWPO headquarters and decentralized technical support hubs.

The role contributes to implementation of efficient, compliant, and professional corporate services systems supporting programme delivery, institutional operations, governance processes, and international operational coordination across the GWPO Secretariat and GWP Network.

POSITION PURPOSE

The Corporate Services & Administration Specialist leads operational administration and corporate services functions relating to facilities management, procurement coordination, office administration, travel management, records management, operational logistics, vendor coordination, and institutional service delivery across assigned GWPO operational structures.

The incumbent supports implementation of operational procurement systems, travel coordination frameworks, facilities administration systems, security coordination arrangements, document management systems, and operational logistics processes supporting decentralized institutional operations and programme delivery.

The position contributes to implementation of modernized administration systems, operational efficiency initiatives, institutional compliance procedures, and service delivery mechanisms supporting headquarters operations, technical support hubs, and global programme implementation.

The Specialist works closely with finance personnel, procurement focal points, programme teams, vendors, service providers, travel agents, security providers, IT personnel, human resources personnel, operational staff, and institutional partners across the GWPO Secretariat and GWP Network.

RESPONSIBILITIES

Administration and Corporate Services Management

The Corporate Services & Administration Specialist will:

Lead operational administration and corporate services support activities across GWPO headquarters and technical support hubs;
Support oversight of facilities management, procurement coordination, travel administration, logistics coordination, records management, and institutional support services;
Coordinate operational administration support for meetings, institutional events, governance sessions, workshops, and programme implementation activities;
Support implementation of operational service delivery standards, institutional administration procedures, and corporate services systems;
Lead administration support activities ensuring seamless operational support across GWPO headquarters and decentralized technical support hubs;
Support operational coordination between administration, finance, IT, HR, programme teams, and operational units.

Facilities Management and Operational Logistics

Manage office leases, office space planning, facilities coordination, renovation support activities, and operational facility administration;
Coordinate building maintenance activities, office repairs, utilities coordination, cleaning services, facility access arrangements, and operational support services;
Support management of physical security arrangements, facility access controls, security coordination processes, and operational safety measures;
Coordinate office setup activities, operational relocations, workspace allocation, and facilities logistics;
Liaise with landlords, building management companies, facility service providers, and operational contractors;
Support management of office supplies, office equipment inventories, furniture, operational assets, and institutional logistics systems;
Coordinate mail, courier, shipping, storage, and operational logistics support services;
Support operational coordination relating to dual headquarters and decentralized hub operations.

Procurement and Vendor Management

Support implementation of procurement policies, procurement procedures, and operational procurement systems in accordance with GWPO rules, donor requirements, and international institutional standards;
Process purchase requisitions, procurement requests, purchase orders, and procurement documentation in compliance with approved procedures;
Coordinate procurement processes for goods, services, operational contracts, and institutional support requirements;
Maintain vendor databases, supplier records, procurement tracking systems, and procurement documentation files;
Support procurement evaluations, vendor assessments, quotation reviews, and procurement compliance processes;
Draft and coordinate operational service contracts, vendor agreements, administrative agreements, and procurement-related documentation;
Support contract administration, vendor performance monitoring, and operational procurement follow-up activities;
Coordinate procurement logistics and operational delivery arrangements for institutional operations and programme implementation support.

Travel Management and Duty of Care Support

Coordinate international and domestic travel arrangements for staff, consultants, governance officials, and official travellers;
Arrange flights, visas, accommodation, airport transfers, ground transportation, travel insurance, and related travel logistics;
Support travel approvals, travel advances, travel claims processing, and travel-related operational coordination;
Coordinate travel support services for institutional meetings, conferences, governance sessions, and programme implementation activities;
Support implementation of travel management procedures, travel cost-efficiency measures, and duty of care arrangements;
Coordinate travel security risk assessments and operational travel support for high-risk destinations where required;
Maintain travel tracking systems, travel expenditure records, operational travel databases, and travel cost reports;
Support negotiations and operational coordination with airlines, hotels, travel agencies, and travel service providers.

Records Management, Documentation and Institutional Archives

Manage central filing systems, operational records management systems, institutional documentation systems, and administrative archives;
Support implementation of institutional document management procedures and records retention systems;
Maintain operational filing systems and ensure proper safeguarding of institutional records and confidential documentation;
Support operational management of contracts, agreements, procurement records, travel records, and administration documentation;
Coordinate document retrieval, archiving, scanning, digitization, and operational records management activities;
Support compliance with institutional documentation standards, audit requirements, and operational governance procedures.

Event Logistics and Operational Coordination

Coordinate logistics support for institutional events, governance meetings, workshops, technical meetings, conferences, and programme activities;
Support operational planning and coordination for large-scale institutional events and investment platform meetings;
Coordinate venue logistics, travel logistics, accommodation arrangements, meeting facilities, catering, operational support services, and event administration activities;
Support operational coordination relating to participant management, vendor coordination, documentation support, and event logistics follow-up;
Support implementation of efficient operational logistics systems supporting programme delivery and institutional coordination.

Institutional Support and Team Collaboration

Work collaboratively with finance personnel, programme teams, procurement personnel, IT staff, HR personnel, operational teams, consultants, and vendors across the GWPO Secretariat and GWP Network;
Support operational onboarding and offboarding coordination processes in collaboration with HR and IT teams;
Support implementation of operational administration systems, institutional procedures, and service delivery improvement initiatives;
Contribute to strengthening operational efficiency, institutional accountability, and professional corporate service delivery systems;
Participate in administration coordination meetings, institutional planning discussions, operational reviews, and service delivery improvement initiatives;
Support operational implementation of institutional policies, procurement procedures, travel systems, and operational governance requirements;
Perform other duties as assigned by the Director – Finance, Administration & CFO or Chief of Staff & Governance Affairs.

Please see full job description here.