Administrative and Finance Associate

3 weeks ago

Bhubaneswar, India WorldFish Full time

“WorldFish, legally known as the International Center for Living Aquatic Resources Management (ICLARM), is a leading international research organization working to transform aquatic food systems to reduce hunger, malnutrition, and poverty. It collaborates with international, regional, and national partners to co-develop and deliver scientific innovations, evidence for policy, and knowledge to enable equitable and inclusive impact for millions who depend on fish for their livelihoods. As a member of CGIAR, WorldFish contributes to building a food- and nutrition-secure future and restoring natural resources. Headquartered in Penang, Malaysia, with country offices across Africa, Asia, and the Pacific, WorldFish strives to create resilient and inclusive food systems for shared prosperity. For more information, visit: www.worldfishcenter.org”

About the Position

WorldFish is seeking a motivated, dynamic, and energetic team player who will be responsible to provide administrative, finance and logistic support to the ICLARM office in Odisha, India. The position requires an innovative, self-motivated, and service-oriented professional. The successful candidate will be responsible for the following task:

Administration  

  • Provide administrative and logistic support.
  • Maintain the calendar and schedule of the WF - India Lead and set up contact database, etc.
  • Maintain records of meetings, workshops and conferences attended by the WorldFish India Lead.
  • Coordinate the allocation of transportation services for office activities and field visits.
  • Provide administrative assistance to research staff in the Bhubaneswar office.
  • Provide support to pre-and post-event activities related to workshops and conferences.
  • Prepare seminar/workshop kits for meetings /seminars workshops and events.
  • Provide assistance to the organization of meetings, i.e., ensure the venue is booked well in advance, draft letters and send invites, assist in preparing the agenda and/or background documentation, prepare and distribute relevant papers and documents, etc.
  • Assist in the drafting of key project-related letters.
  • Maintain physical and digital filing systems.
  • Work with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.
  • Present a positive and professional image for the organization.
  • Perform other tasks as assigned by supervisor.

Accounts and Finance 

  • Assist the Administrative & Finance Manager in maintaining accounting records.
  • Assist with the entry of finance data into the OCS system.
  • Handle petty cash expenses of the Bhubaneswar office.
  • Scan vouchers and upload in the OCS system.
  • Payment invoices cross checked before submitting to Administrative & Finance Manager.
  • Perform other tasks as assigned.

Travel Management 

  • Provide timely support to staff in office and headquarters with travel requirements – tickets, visas, hotel bookings, taxi services, etc.
  • Assist in the coordination of field visits for research staff visiting India.
  • Assist in the travel plans of the office staff within India and overseas.
  • Vendor management under the guidance of the Administrative & Finance Manager.
  • Ensure the timely maintenance and servicing of vehicles, obtaining insurance renewals, etc.
  • Perform other tasks as assigned.

Requirements

This job might be for you if you have the below skills and qualifications:

  • At least a bachelor’s degree in accounting or commerce with demonstrated experience in providing secretarial assistance. A master’s degree in business administration is preferred.
  • A minimum of three years’ experience in office administration, preferably with an international organization.
  • Ability to effectively communicate with agricultural research and development institutions at national, regional and international levels, including civil society organizations.
  • Basic knowledge of and skills in desktop publishing, Microsoft Office, SAP, etc.
  • Demonstrated ability to take initiative and work independently, with attention to detail.
  • Fluent English language skills, both written and spoken.
  • Experience in carrying out fieldwork with rural communities will be an advantage.

Desired Skills and Qualifications

  • Past experience in secretarial work and the use of shorthand.
  • Excellent interpersonal skills.
  • Knowledge of regional languages.
  • Prior experience of working in government or corporate sector or a CGIAR Center.

Benefits

This is a Nationally Recruited Staff (NRS) position and WorldFish offers a competitive remuneration package including comprehensive benefits (but not limited to) insurance coverage for staff and eligible dependents, employer provident fund contribution, paid leave and others. The duration of the contract will initially be for a three-year period with possibility for extension, depending on funding and performance.

How to Apply

Interested applicants are invited to submit the following information online latest by 31 May 2024:

  • A cover letter which addresses key requirements stated above;
  • A current curriculum vitae; and
  • Contact information of three professional referees who may be contacted if you are short-listed for the position.

Location: The post holder will be based in Odisha, India.

The screening will start immediately and will continue until the position is filled. Due to the high volume of applicants for WorldFish positions, we appreciate all interest, but only short-listed candidates will be contacted.

Our Gender, Diversity and Inclusion Commitment

WorldFish has 7 offices across Asia, Africa and the Pacific, with more than 400 staff and 27 nationalities who contribute to a dynamic multicultural work environment.

WorldFish is committed to promoting a work environment where diversity and inclusion is valued and we seek to have gender balance in the organization. We aim to also seek balance across other diversity dimensions.

People in WorldFish are treated equally irrespective of gender, ethnicity/race, national or social origin, disability, religion, political affiliation, age, family size, marital status or any other form of personal identity.

We are an equal opportunities employer and strongly encourage qualified women and men from developing nations to apply.

 

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