Administrative and Finance Associate

“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.