Avis de recrutement : WorldFish recrute un(e) Administrateur(trice) de bureau au Malaisie.

 

 

 

 

 

 

 

 

Description

The Office Administrator is responsible for providing comprehensive administrative services to the Communications Department of WorldFish, as well as the full range of high-level secretarial support to the Global Communications Lead in order to contribute to making their roles effective and efficient. The Office Administrator proactively liaises with team members and staff in other departments as necessary, as well as the WorldFish’ global Communications Network, in order to provide constant and consistent services to facilitate Department’s functions, streamline practices, support planning and execution of meetings, and handle all operations related to the Communications function.

The successful candidate will provide comprehensive, efficient and effective administrative support to the Communications and Marketing Department, including but not limited to the following responsibilities:

  • Deliver overall and day-to-day effective administrative support services to Global Communications Lead and the Communications team.
  • Act as focal point for the Communications department to manage and coordinate responses from relevant departments/staff to public emails received via the general WorldFish and CDRD, and FISH mailboxes.
  • Handle procurement process matters related to the needs of the department, also acts as liaison contact to other department.
  • Manage the Communications Department’s vendors and consultancy contracts, including requesting for quotes, assist with drafting and processing contracts up until liaising for submission and processing of invoices.
  • Assist with travel plan arrangements, visa applications, flight itineraries, logistics arrangement and documentation pertaining to travel requests for Global Communications Lead.
  • Act as focal point in updating and maintaining the department’s shared folder (e-filing) for institutional record and reference purposes.
  • Manage monthly corporate credit card liquidation as well as all submission of travel claims/liquidations expense made by the Global Communications Lead.
  • Schedule and hold weekly Communications Team meetings and be responsible for centrally tracking status on team’s tasks and priorities.
  • Schedule and coordinate all strategic meetings of the Communications Department (internally and with research project and country teams) on corporate communication priorities, annual work plan, special events and campaigns; assist with drafting and disseminating meeting agenda, minutes and action points.
  • Act as focal point for the Communications Department in coordinating the monthly meeting for the WorldFish global Communication Network team on preparations for special events and campaigns; assist with drafting and disseminating meeting agenda, minutes and action points.
  • Responsible for providing logistical support for Communications-led meetings and internal WorldFish events, providing for planning, venue, materials, and catering as needed.
  • Maintain events calendar in Outlook for relevant global, regional, and country events, and World/International days relevant for WorldFish.
  • Provide printing and shipping support on marketing and communications products, banners, posters, publications, and other collateral materials to mail to country offices and event venues as needed.
  • Manage other tasks as allocated by the Global Communications Lead to support the overall accountabilities and ensure priorities of the department are met.

Requirements

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

  • Higher Diploma in relevant field, such Business Management or any other field with at least 6 years work experience in an office environment, preferably with some experience in an international, non-profit or multinational organization. Part-qualification will be considered with strong work experience.
  • Experience of providing administrative support services to senior staff in a high-profile organization.
  • A high level of competence in the operation of standard office information and communications technology applications including standard Microsoft Office packages – MS Word, Outlook, Excel and PowerPoint.
  • Organizational savvy, secretarial skills, and applied critical thinking.
  • Enthusiastic, independent, detail-minded, analytical, highly numerate and possesses a good judgement.
  • Fluent verbal and written communication skills in English; includes demonstrated spelling and grammar skills.
  • Ability to interact positively and professionally with people in a multi-cultural environment.
  • Excellent interpersonal skills and a team player.

Desired Skills and Qualifications

  • Use proactive approach to plan and execute her/his responsibilities.
  • Good influencing and negotiating skills with the ability to positively engage others and secure commitment and time.
  • Flexible and able to manage multiple tasks at once.
  • Good problem-solving skills and self-motivated.

More details

Closing date : April 04th, 2023