Consultant - Senior Administrative Coordinator (Event Management and Planning)

The International Water Management Institute (IWMI), a CGIAR Research Center, is seeking an innovative and multi skilled candidate to join its team as a Consultant – Senior Administrative Coordinator (Event Management and Planning).

Within the International Water Management Institute (IWMI), the Water, Climate Change and Resilience (WCCR) Science Program focuses on developing the knowledge, tools, and partnerships needed to help governments, development partners, and communities anticipate, adapt to, and recover from climate-related water challenges.

During the second half of 2026, WCCR will participate in several strategic global and regional engagements, including preparations for and participation in COP31, an IWMI–IPCC co-sponsored Expert Meeting to advance the science of water and climate change, and several other high-level international events, technical dialogues, and partner meetings. These engagements present important opportunities to position IWMI's research, strengthen strategic partnerships, and influence global policy discussions.

To support these activities, IWMI seeks a Consultant/Senior Administrative Support Officer to coordinate strategic engagement planning, event management, communications, partnership development, and related administrative functions.

SCOPE OF WORK:

The Consultant will provide comprehensive coordination and strategic support to the Water, Climate Change and Resilience (WCCR) Science Program Lead in planning and delivering high-profile international engagements, including COP31, the IWMI–IPCC Expert Meeting, and other strategic events and partnership meetings.

The Consultant will work closely with WCCR leadership, researchers, communications, administration, and finance units to coordinate the effective execution of the above-mentioned scope of work. The Consultant will be expected to focus their support on the planning and execution of strategic events and partnerships, the coordination and preparation of briefing materials, and engagement with key stakeholders, ensuring the timely delivery of outputs related to the respective engagements.

This role requires a proactive, highly organized individual capable of managing multiple priorities simultaneously, coordinating across multidisciplinary teams, and working effectively in a complex, multicultural, and multi-time-zone environment. The Consultant will also liaise with finance, travel, and other internal service units, as well as with external partners, event organizers, and stakeholders. Strong organizational, communication, and relationship management skills will be essential to support the successful delivery of WCCR's strategic engagement objectives.

Requirements

The Consultant's responsibilities will include, but not be limited to, the following:

1. Administrative and Coordination Support

• Deliver coordination and administrative support to ensure the timely planning and implementation of strategic engagements, in line with agreed work plans and timelines.
• Coordinate meeting schedules, support the preparation of agendas, briefing packs, presentations, meeting notes, and action trackers, and ensure the timely follow-up of agreed actions.
• Liaise with relevant IWMI internal departments and units, including Communications, Finance, Procurement, Travel, and Business Development, to facilitate the smooth delivery of events and related activities.
• Coordinate the preparation, review, and formatting of communication materials, presentations, and briefing notes for internal and external audiences.
• Support stakeholder engagement by coordinating meetings with development partners, donors, research organizations, and other strategic partners, including maintaining stakeholder contact lists and engagement trackers.
• Assist in organizing events, technical sessions, and high-level dialogues by coordinating invitations, participant communications, event materials, and logistical arrangements.
• Monitor progress against key deliverables and ensure the timely completion of actions related to strategic engagements.
• Support the documentation of meetings and events, including preparing summaries and reports.
• Assist in coordinating procurement requests and payment documentation related to events and engagement activities, where required.
• Maintain organized records of event documentation, correspondence, partnership engagements, and knowledge products.
• Perform any other coordination, administrative, or strategic support duties as required to support the successful delivery of WCCR's program of work during the consultancy period.

2. Event Planning

• Support the development of event work plans, timelines, and planning checklists for priority engagements.
• Support the planning and delivery of international conferences, workshops, side events, technical sessions, donor roundtables, bilateral meetings, and stakeholder consultations.
• Coordinate with internal teams and external partners to ensure the timely delivery of event-related activities.
• Liaise with venues, service providers, and event organizers to coordinate meeting logistics and operational requirements. Coordinate participant registration, invitations, confirmations, and attendee communications.
• Maintain records of event logistics, participant lists, correspondence, and supporting documentation.
• Arrange travel, accommodation, visa support, and itineraries in accordance with IWMI policies.
• Provide support for meeting venues, virtual platforms, catering, interpretation, audiovisual equipment, signage, and other logistical requirements.
• Prepare event documentation, including concept notes, agendas, participant lists, briefing packs, name badges, certificates, and evaluation forms.
• Coordinate with speakers, moderators, and panelists to collect presentations, biographies, and session materials, and organize pre-event briefing sessions where required.
• Support the development of presentations, communication materials, and promotional content for events.
• Provide on-site and virtual coordination during events to ensure smooth delivery and resolve logistical issues as they arise.
• Monitor event timelines and coordinate follow-up actions to ensure deliverables are met.
• Prepare meeting minutes, event summaries, action trackers, and post-event reports (including back-to-office reports).
• Coordinate post-event communications, participant feedback, documentation, and the distribution of event outcomes.

DELIVERABLES:

• Successful execution of the IWMI–IPCC Expert Meeting
• COP31
• Kuwait Fund Capacity Development Program
• UN Water Conference
• Support WCCR resource mobilization efforts

MINIMUM EDUCATIONAL QUALIFICATIONS & EXPERIENCE REQUIRED:

Essential:

• Bachelor’s degree in business management, Business Administration, Commerce, or a closely related discipline.
• At least 5 years of highly relevant professional experience with progressively increasing responsibility.

Desirable:

• A postgraduate degree in Project Management, Business Management, Business Administration, or a closely related discipline will be an added advantage.
• Experience working with international organizations.

KNOWLEDGE, SKILLS & ABILITIES:

Essential:

• Proficiency in Microsoft office package - especially Word, Excel, PowerPoint, Outlook, and Teams – coupled with good computer skills to analyze data, consolidate and report information, and track measures.
• Good administrative and management skills, with strong problem-solving abilities.
• Ability to demonstrate good judgment and initiative; highly adaptable, flexible, and proactive.
• Quick learner; able to understand the ramifications of working with donors; partners and Government of Sri Lanka counterparts.
• Excellent service delivery approach.
• Presentable and professional demeanour.
• Strong personal organization skills, capable of prioritizing and multitasking effectively.
• Excellent interpersonal skills, including people from various cultures.
• Excellent oral and written language skills in English, including effective listening and strong verbal and written communication abilities.

Benefits

This is a nationally hired consultancy; therefore, individuals with relevant abilities are encouraged to apply. IWMI offers a competitive monthly rate for this assignment. The duration of the contract will be for a period of eight (08) months.

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 August 05, 2026 (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.