About WorldFish

“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 

The Office Administrator will be responsible for supporting the finance, human resources and administration to WorldFish offices in Honiara, Auki and Nusatupe. The incumbent will also be responsible to provide the support to research staff on logistics and administration matters to maintain operating standards and to ensure maximum service contribution to the Organization. The incumbent will also become the HR Administrator for the Solomon Islands Country Program, receiving and attending to HR matters from staff to recruitment, management of medical insurance and staff benefit claim.

The successful candidate will:

Finance and Administrative

• Provide logistical support to (national and international scientists), research teams, Project Leaders, including preparing funds for field trip budgets and arranging domestic travel for all three offices in the Solomon Islands Program.

• Be the administrative lead support to the Honiara, Auki and Nusatupe Research Station, including purchasing and procurement, ensuring that office supplies are well maintained.
• Supervise disbursement of petty cash, funds held for partners and checking staff and partner acquittals.
• Prepare payroll for NRS (and IRS where appropriate) Verification by Country Director and HR for NRS staff and input into OCS.
• Responsible for raising PRs to POs to GR in OCS in a timely manner for all Solomon Islands offices when required, including following up of workflow approvals to ensure month end reporting requirements are achieved.
• Provide the accountant with an accurate and timely cheque Listing Report in a timely manner to ensure month end financial reporting schedules are adhered to.
• Assist the Accountant to maintain a filing system for all finance/accounts paperwork to ensure information is readily found and extractable.
• Responsible as asset custodian for Solomon Island to ensure completeness of asset detail in asset register, perform asset tagging and annual asset verification.
• Responsible for office rent/insurance/other administration contract engagement/renewal.
• Ensure that all invoices received are authorized, accurate and complete with Goods Receipt (GRN) and supporting documents; and forward to accountant for invoice matching on a timely basis.
• Work with the accountant to prepare the due invoice listing for payment including informing accountant the payment method and bank. Also validate the listing prepared by accountant before send for authorization.
• Enter and prepare payment transactions details in bank portal; make sure all payments transactions are fully authorized and released to bank for payment.
• Assist the accountant in Bank Reconciliation if any unreconciled items are detected.
• Submit the documents or payments to the local authorities, government offices and bank when required.

HR Administrator

• Be the HR Administrator for the Solomon Islands Office, which entails being the first port of call for HR queries of staff.
• Support all HR administration for recruitment and onboarding, performance management, disengagement and other HR related matters.
• Support the staff compensation and benefits administration (e.g. annual home leave administration, etc.)
• Keep abreast with local labor laws and make recommendations for changes to management to ensure HR policies, procedures and reporting are in compliance.
• Undertakes reporting for statutory and organization requirement as required.

General

• All other reasonable duties as required.
• Undertake other tasks as appropriate to further advance relevant strategies and initiatives and as discussed with WorldFish and One-CGIAR’s leadership.

Requirements

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

• Undergraduate degree in relevant field of Finance, Administration or Management, or, Diploma in Finance and Administration with at least 6 years’ experience.
• Experienced in using Excel, word, an accounting software package, financial accounting.
• Excellent written and spoken English.
• Reception, filing, HR experience.
• Knowledge of Solomon Islands Labor Law and NPF Laws.

Desirable Skills/Experience

• Excellent time management and ability to multitask.
• Able to make independent decisions and communicate effectively to supervisor.
• Excellent English.
• Able to communicate well with different members of the team.
• Ability to work as a team.

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

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), 31 August 2024.

Location: The post holder will be based in Honiara, Solomon Islands.

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 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.