Administrative Assistant

Provide effective and efficient day-to-day administrative and logistical support to WorldFish Team members in Timor- Leste, assist Country Representative and Project Support Officer the general office management duties as required and assist Project Management Unit Team and Timor-Leste Project Leaders/Managers the administrative support when needed.

The successful candidate will: 

• Provide diverse administrative and related project support tasks including maintenance of registers, photocopying/scanning, accommodation and venue bookings, compilation of contracts and reports, maintenance of the filing and reporting systems, maintenance of office equipment.
• Provide purchasing/procurement support for the office (including price sourcing and transportation of goods arrangement), and ensure sourcing and purchases are according to the organization’s policy and guideline.
• Provide logistics support to WorldFish staff and visitors including travel planning (transportation, accommodation, visa), coordination, management, setup and preparing funds for field trip budgets.
• Support disbursement of petty cash, funds held for partners and ensure advances and receivables with staff are liquidated on a timely basis.
• Assist in planning, coordination and setup of conferences, workshops, training courses, field days and other such activities related to projects as required.
• Conduct customs clearances for all imports for WorldFish.
• Provide support to the Project Support Officer in the areas of administration, procurement, and logistic arrangement as required.
• Efficiently manage Dili office space and conditions are optimal for co-workers (liaise with cleaning services and other day-to-day requirements).
• Other relevant activities assigned by the Project Leaders/Managers and Country Representative.

Requirements:

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

• At least a Bachelor or Diploma in Business Administration or equivalent.
• Minimum 2 years’ relevant experience in office management and administrative work.
• Strong organizational, secretarial and time management skills. Ability to multitask.
• IT literate and proficient in using MS Office (MS Excel, MS Word, MS Outlook).
• Excellent verbal and written English communication skills and ability to interact well with staff from all levels.
• Team player and able to work with minimal supervision and communicate effectively with supervisor.

Desirable Skills Experience:

• Experience dealing with NGO and government departments in Dili is an added advantage.
• Experience in arranging travels and managing workshop / training claims.
• Possess a valid driving license.

Source: https://apply.workable.com/worldfish/j/29FFBA8681/