Office Administrator

The Office Administrator is responsible to provide comprehensive administrative services to the Administration and Operation Unit, as well as the full range of high-level secretarial support to the team. The Office Administrator proactively liaises with team members and staff in other departments as necessary, 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 unit.

The successful candidate will: 

• Provide comprehensive, efficient and effective advanced administrative and secretarial support services.
• Manage the day-to-day office communication that includes drafting of correspondence, mail distribution (incoming letters), incoming and outgoing communications and routing it to the appropriate personnel for action/follow-up.
• Responsible in providing support to the Leaders and senior level staff with regards to their travel arrangements including coordinating with Travel Desk for all travel requests including visa application, assists travelers on the logistical arrangements (e.g. hotel booking and ground arrangements), submit travel claims/liquidations, etc.
• Assist in planning, organizing, and overseeing the coordination of the Center’s sponsored conferences, workshops, training courses, and other activities.
• Work with Administration & Operations Unit to coordinate the logistic arrangements for visitors/guests attending conferences/meetings/workshops.
• Serve as the principal source of information to all HQ based Scientists on any related matters concerning relevant policies, procedures, programs and office activities.
• Continuously identify and initiate improvement or new administrative systems for better management and greater efficiency within the Research Programs.

Requirements:

• Higher Diploma in relevant field, such Business Management or any other field.
• Minimum 5 years’ work experience in an office environment, preferably with some experience in an international, non-profit or multinational organization.
• 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.
• Excellent verbal and written communication skills in English.
• Organizational savvy, secretarial skills, and applied critical thinking
• Good organizational and time management skills to process tasks efficiently.
• Ability to work independently.
• Ability to interact positively and professionally with people in a multi-cultural environment.
• Excellent interpersonal skills and a team player in the multi-cultural, international environment.
• Strong customers’ service orientation.

Source: https://apply.workable.com/worldfish/j/DD76961ACC/