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

WorldFish is seeking a motivated, dynamic, and energetic team player who will be responsible to support and help foster excellence in project and program delivery at WorldFish by ensuring compliance with the organisation’s project management systems, supporting high data integrity of projects amongst the different organizational platforms related to project official documents, supporting Senior Program Associates with project management administrative tasks.

Key Responsibilities:

• Responsible for procurements and payments (purchase requisition) related to Projects supported by the PMU.

• Maintain the accuracy and completeness of project data in WorldFish’s systems and databases (OCS, MEL).
• Support the Senior Program Associates to ensure all donor agreements, subawards, and consultancy agreements (with the required supporting documentation) are processed and uploaded into OCS for review and responsible to follow-up on the approvals.
• Support the Portfolio Manager and Program Associates to collate projects’ data for periodic reporting as part of the grant execution and monitoring of activities as well as ad hoc requests needed.
• Provide support on FTE revision input on supported projects in OCS as provided by Portfolio Manager and/or Senior Program Associates.
• Responsible for coordinating, scheduling, and documenting (taking and sharing notes) project review meetings among the Project Teams, including internal and external meetings.
• Responsible in coordinating workshop’s participants travel arrangements including visa application, participant’s logistical arrangements (e.g. hotel booking and ground arrangements), submit travel claims and liquidations, etc. related to the supported projects together in liaison with Senior Program Associate and/or Office Administrator.
• Assist the Senior Program Associates and Project Leaders to co-ordinate the inception workshops, sponsored conferences, training courses and other such activities related to the supported projects together in liaison with the Office Administrator.
• Maintain and update the office supplies for workshop’s usage and asset inventory register for projects.
• Maintain an understanding of donor and WorldFish policies and procedures related to project management.

• Additional duties as assigned to support the overall accountabilities and performance targets of the Project Management Unit.

Requirements

The successful candidate will have:

• At least a Diploma in Business Administration, Executive Secretaryship or equivalent.

• Minimum 5 years of secretarial, program assistant, office management or administrative work experience in a multi-national company.

• Excellent verbal and written communication skills in English.

• Good organizational and time management skills to process tasks efficiently.

• Team player.

• Ability to interact positively with people in a multi-cultural environment with good interpersonal skill.

• Strong customers’ service orientation.

Desirable Skills/Experience

• Ability to work under pressure.

• Multi-tasking skills.

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.

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 January 2024.

Location: The post holder will be based in Penang, Malaysia.

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.