“WorldFish 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 

Provide effective and efficient day-to-day administrative and logistical support to WorldFish Team members in Timor- Leste, assist Country Representative and Project Support Officer the general office management duties as required and assist Project Management Unit Team and Timor-Leste Project Leaders/Managers the administrative support when needed.

The successful candidate will:

• Provide diverse administrative and related project support tasks including maintenance of registers, photocopying/scanning, accommodation and venue bookings, compilation of contracts and reports, maintenance of the filing and reporting systems, maintenance of office equipment.
• Provide purchasing/procurement support for the office (including price sourcing and transportation of goods arrangement), and ensure sourcing and purchases are according to the organization’s policy and guideline.
• Provide logistics support to WorldFish staff and visitors including travel planning (transportation, accommodation, visa), coordination, management, setup and preparing funds for field trip budgets.
• Support disbursement of petty cash, funds held for partners and ensure advances and receivables with staff are liquidated on a timely basis.
• Assist in planning, coordination and setup of conferences, workshops, training courses, field days and other such activities related to projects as required.
• Conduct customs clearances for all imports for WorldFish.
• Provide support to the Project Support Officer in the areas of administration, procurement, and logistic arrangement as required.
• Efficiently manage Dili office space and conditions are optimal for co-workers (liaise with cleaning services and other day-to-day requirements).
• Other relevant activities assigned by the Project Leaders/Managers and Country Representative.

Requirements

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

• At least a Bachelor or Diploma in Business Administration or equivalent.
• Minimum 2 years’ relevant experience in office management and administrative work.
• Strong organizational, secretarial and time management skills. Ability to multitask.
• IT literate and proficient in using MS Office (MS Excel, MS Word, MS Outlook).
• Excellent verbal and written English communication skills and ability to interact well with staff from all levels.
• Team player and able to work with minimal supervision and communicate effectively with supervisor.

Desirable Skills/Experience

• Experience dealing with NGO and government departments in Dili is an added advantage.
• Experience in arranging travels and managing workshop / training claims.
• Possess a valid driving license.

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 one year period with possibility for extension, depending on funding and performance.

How to Apply

Your application must include:

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

To be considered, applications must be submitted by no later than 24:00 (MYT), 25 August 2024.

Location: The post holder will be based in Dili, Timor Leste.

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 seven 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.