Alliance House 
                                                                                                      12 Caxton Street 
                                                                                                      London SW1H 0QS 
                                                                                                      Tel:   +44 (0)20 7654 5500 
                                                                                                      Fax:   +44 (0)20 7654 5555 
                                                                                                      E-mail:  water@iwahq.org 
                                                                                                      www.iwahq.org 
                    
                    
                                                                TERMS OF REFERENCE 
                                                                   HR & Office Manager 
                    
                   Drawing  exceptional  professionals  from  130  countries,  the  membership  of  the  International 
                   Water Association (IWA) brings together scientists, researchers, technology companies, and 
                   water and wastewater utilities, all working to address the world’s most urgent water challenges 
                   when and where they arise, from ridge to reef and from catchment to tap. The IWA has become 
                   an international reference and source of durable water solutions, products and services that are 
                   robust and flexible enough to be universally applicable, easily accessible, and locally adaptable. 
                    
                   IWA publishes  12  scientific  journals  and  40+  books  per  year  on  water  management.  IWA 
                   develops leading edge innovations and synthesises these through the work of its IWA Specialist 
                   Groups, Clusters and a set of global programmes focused on for example Cities of the Future 
                   and Basins of the Future. IWA has a worldwide staff of approximately 50, with headquarters in 
                   London and offices in Nanjing, and Chennai.  
                    
                   IWA is currently in the process of relocating its Netherlands office to the UK to collocate in a 
                   new office with existing IWA staff form the London Office and with it subsidiary IWA Publishing. 
                   The current timeline is to have the move completed before 1 May 2020. We are seeking a highly 
                   organised  and  responsible  HR  &  Office  Manager  to  join  our  growing  organisation.  In  this 
                   position, you will be responsible for managing the day-to-day operations of our organization to 
                   keep it running smoothly and working under the general supervision of and reporting to the 
                   Global Operations Director. This position has the responsibility to work in the following areas: 
                    
                    
                   PRIMARY ROLES: 
                   HR Management 
                            Administration of all employee-related paperwork, such as employment contracts, new 
                             starter packs, or formal notices of termination. 
                            Overseeing staff attendance and absence monitoring. 
                            Conduct staff appraisals, manage performance and discipline staff 
                            Administer and manage financial elements such as payroll, compensation and benefits, 
                             and pension schemes. 
                            Handling highly confidential information in an honest and trustworthy way. 
                            Collaborating with other senior staff in the organisation, sometimes internationally, to 
                             ensure the smooth running of the organisation from a people perspective. 
                            Review and update health and safety policies and ensure they are observed in a way 
                             that maintains the health, safety and welfare of all employees 
                            Provide  advice,  guidance  and  support  on  equality  and  diversity  issues  and  ensure 
                             organisation's policy on equality and diversity is working in practice. 
                    
                    
                                                                                  
                              COMPANY LIMITED BY GUARANTEE. REGISTERED IN ENGLAND NO. 3597005. REGISTERED OFFICE AS ABOVE. REGISTERED CHARITY (ENGLAND) NO.  1076690 
                                                                                                      Alliance House 
                                                                                                      12 Caxton Street 
                                                                                                      London SW1H 0QS 
                                                                                                      Tel:   +44 (0)20 7654 5500 
                                                                                                      Fax:   +44 (0)20 7654 5555 
                                                                                                      E-mail:  water@iwahq.org 
                                                                                                      www.iwahq.org 
                    
                    
                   Office Management 
                            Oversee relocation of IWA to London, taking responsibility for all tasks associated with 
                             closure of the Netherlands office in May 2020.  
                            Ensure office  efficiency  is  maintained  by  planning  and  implementing  office  systems, 
                             including equipment procurement, office layouts and maintenance of office supplies of 
                             stationery and equipment. 
                            Responsible for managing office services by ensuring office operations and procedures 
                             are  organized,  correspondences  are  controlled,  filing  systems  are  designed,  supply 
                             requisitions are reviewed and approved and that clerical functions are properly assigned 
                             and monitored 
                            Manage relationships, contracts and price negotiations with vendors, service providers 
                             and landlord, ensuring good value to the organisation and that all items are invoiced and 
                             paid on time 
                            Assign  and  monitor  clerical,  administrative  and  secretarial  responsibilities  and  tasks 
                             among office staff  
                            Organize and schedule meetings and appointments, including room bookings.  
                            Responsible for developing and implementing office policies by setting up procedures 
                             and standards to guide the operation of the office 
                            Manage and maintain all office equipment and IT equipment (in coordination with IT 
                             department) 
                            Participate actively in the planning and execution of company events and meetings 
                            Maintain insurance policies for the organisation 
                         
                   Policies and Procedures 
                            Responsible for developing and implementing office policies by setting up procedures 
                             and standards to guide the operation of the office 
                            Ensure adherence to policies and procedures by staff members 
                            Ensure  that  results  are  measured  against  standards,  while  implementing  necessary 
                             procedural improvements along the way 
                            Ensure that data protection laws are being adhered to in relation to the storage of data, 
                             and review and update policies 
                    
                   General responsibilities applicable to all staff 
                            Understand and support the vision, mission and aims of IWA 
                            Encourage team working and effective communication with colleagues 
                            Act as a representative of the IWA and deal with IWA members, stakeholders and the 
                             public in a professional manner at all times 
                            Comply with IWA’s financial policies and practices as applicable 
                             Undertake other duties as may be reasonably requested of your post 
                        
                                                                                  
                              COMPANY LIMITED BY GUARANTEE. REGISTERED IN ENGLAND NO. 3597005. REGISTERED OFFICE AS ABOVE. REGISTERED CHARITY (ENGLAND) NO.  1076690 
                                                                                                      Alliance House 
                                                                                                      12 Caxton Street 
                                                                                                      London SW1H 0QS 
                                                                                                      Tel:   +44 (0)20 7654 5500 
                                                                                                      Fax:   +44 (0)20 7654 5555 
                                                                                                      E-mail:  water@iwahq.org 
                                                                                                      www.iwahq.org 
                    
                    
                   KEY SELECTION CRITERIA 
                            Minimum of 3 years working experience on above relevant areas 
                            Excellent  organisational  and  time  management  skills  with  a  demonstrated  ability  to 
                             manage  competing  priorities,  monitor  and  coordinate  administrative  processes  and 
                             information flows to meet tight deadlines and deliver quality service standards 
                            Demonstrated experience and knowledge of HR practices and employment legislation in 
                             the  Netherlands 
                            Well-developed verbal communication and interpersonal skills, including demonstrated 
                             ability to communicate, negotiate and liaise with a range of stakeholders on a wide range 
                             of administrative, process and sensitive issues 
                            Well-developed  written  communication  skills  to  ensure  preparation  of  quality 
                             documentation including correspondence, reports and presentations using a range of 
                             software packages 
                            Ability to work in a high pressure environment and maintain confidentiality of sensitive 
                             information 
                            Well-developed  administrative  skills  with  the  demonstrated  use  of  initiative  and 
                             judgement where practices and direction are not clearly defined 
                            Demonstrated ability to adapt to, and utilise, existing and new office technologies (eg 
                             computer software, electronic communication systems) for efficient and effective delivery 
                             of services 
                        
                   DESIRABLE 
                           Proficiency in a language (or languages) in addition to English 
                           Previous experience working in international environment 
                           Experience in supporting visa applications 
                           Formal qualifications in human resources management or business related discipline 
                    
                   Work percentage:             3-5 days a week (24 to 40 hours per week) 
                   Duration:                    Temporary – 6 months (November to May 2020) 
                   Duty station:                The Hague, Netherlands 
                   Reporting to:                IWA Global Operations Director 
                    
                   HOW TO APPLY 
                   Applicants are asked to submit their CV in English and a supporting letter of motivation along 
                   with the names and contact details of two referees.  
                   Applications should be submitted by e-mail before 20th October 2019 to Ms. Thais Gonçalves, 
                   recruitment@iwahq.org. 
                    
                   IWA is an equal opportunity employer.  
                   ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED 
                                                                                  
                              COMPANY LIMITED BY GUARANTEE. REGISTERED IN ENGLAND NO. 3597005. REGISTERED OFFICE AS ABOVE. REGISTERED CHARITY (ENGLAND) NO.  1076690