Administrative and Finance Associate

• 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.

• 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.

• 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.

• 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.

• 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.

• A cover letter which addresses key requirements stated above;
• A current curriculum vitae; and
• Contact information of three professional referees who may be contacted if you are short-listed for the position.

WorldFish