Communications Office Administrator

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 

Are you organized, proactive, and passionate about supporting communications?

We’re looking for an Office Administrator to provide comprehensive administrative and planning support to the Communications and Marketing Department, ensuring the smooth operation of all activities.

In this role, you’ll provide high-level secretarial support to the Global Communications Lead, facilitating the efficient execution of their responsibilities. You’ll work closely with team members, staff from other departments, and the WorldFish Global Communications Network to ensure seamless communication and collaboration across the board.

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

Operations and Office Administrative Support

• Responsible for delivering 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 of WorldFish to manage and coordinate responses from relevant departments/staff to public emails received via the general WorldFish and CDRD mailboxes.
• Responsible in handling all procurement process matters related to the needs of the department, including submission of purchase requests, purchase orders, and goods receipts the expenses via OCS electronic system.
• Assist the Publishing and Operations Manager in managing the Communications department’s vendors and consultancy contracts, including requesting for quotes, processing contracts, routing for system clearance/ approval, setting up payment schedules, and coordinating invoice submission.
• Assist the Publishing and Operations Manager in managing the Communications helpdesk inbox by ensuring requests / queries are assigned to the relevant team members.
• Responsible for organizing travel arrangements, including coordination on visa applications, flight itineraries, logistic arrangement (accommodation and transport) and documentation pertaining to travel requests for Global Communications Lead.
• Responsible for updating and maintaining the department’s shared folder (e-filing) for institutional record and reference purposes.
• Responsible for administering the procurement of office supplies, equipment and digital subscriptions.
• Manage monthly corporate credit card reconciliations and process travel claims and expense liquidations.

Team Support: Planning, Meetings & Coordination with other Departments

• Schedule and hold weekly Communications team meetings on behalf of Global Communications Lead and be responsible for centrally tracking status on team’s tasks and priorities.
• Schedule and coordinate all strategic meetings of the department (internally and with research project and country teams) on corporate communication priorities, annual work plan, special events and campaigns and is responsible for drafting and disseminating meeting agenda, minutes and action points.
• Responsible for coordinating the quarterly meeting for the WorldFish global Communication Network team on preparations for special events and campaigns and is responsible for drafting and disseminating meeting agenda, minutes and action points.
• Provide printing and shipping support on marketing and communications products, banners, posters, publications, and other collateral materials to country offices and event venues as needed.
• Manage other tasks as allocated by the Global Communications Lead and the Publishing and Operations Manager to support the overall accountabilities and ensure priorities of the department are met.

Event Planning and Logistics

• Provide logistical support for internal and external WorldFish events, including managing venues, materials, and catering.
• Coordinate speaker and delegate photos and bios for international conferences and assist with event registration and scheduling.
• Maintain events calendar for important global and regional communications activities.
• Provide additional support for the Centers visitors program and ensure smooth operations.

Requirements

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

• Higher Diploma in Business Management, Marketing, Communications, or a related field with at least 5 years of office experience, ideally in an international, non-profit, or multinational organization.
• Proven experience in providing administrative support to senior staff in high-profile organizations.
• Previous experience in supporting events such as conferences, staff fun days, and more.
• Ability to draft event announcements, including agendas and activities for emails, flyers, etc.
• Strong Microsoft Office skills (MS Word, Outlook, Excel, PowerPoint).

• Excellent organizational, secretarial, and critical thinking skills.
• Detail-oriented, analytical, and able to make sound judgments.
• Fluent in English, both written and verbal, with excellent spelling and grammar.
• Ability to work positively and professionally in a multi-cultural environment.
• Outstanding interpersonal skills and a team player who thrives in an international setting.

Desirable Skills/Experience

• Proactive mindset: You take the initiative and anticipate needs, always staying ahead of the game.
• Strong influencing and negotiating skills: You are able to positively engage with others, secure commitment, and manage time effectively.
• Flexible and adaptable: You thrive in a fast-paced environment and can manage multiple tasks simultaneously with ease.
• Excellent problem-solving abilities: You use your initiative to find solutions and tackle challenges efficiently.

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.

How to Apply

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 23:59 (MYT), 31 December 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.