Administrative and Finance Associate

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About the Organization

WorldFish is an international, non-profit research and innovation organization reducing hunger, malnutrition and poverty across Africa, Asia and the Pacific.

For over 45 years, our work on sustainable aquaculture and fisheries has improved the lives of millions of women, men and youth.

Fish and other aquatic foods grown in and harvested from oceans, lakes, rivers and ponds provide income for more than 800 million people and provide 3.3 billion with 20% of their animal protein intake. Our focus on sustainability makes sure that the way we produce and use these foods today means a plentiful future of generations to come.

Our evidence-based solutions range in scale from households to global policies and spans across six interlinked themes: nutrition, gender, climate, sustainability, economy and COVID-19.

Job Description

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.

Education Qualification/Required Skills & Experience

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.

For more information please check the Link

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