Job Description

WorldFish seeks to create an inclusive world of healthy, well-nourished people and a sustainable blue planet, now and in the future. We provide research and innovation in aquatic food systems to support sustainable development and food system transformation toward healthy and resilient diets.

Our 2030 WorldFish Research and Innovation Strategy: Aquatic Foods for Healthy People and Planet outlines our commitment to guiding the transition to more resilient aquatic food systems in three priority impact areas: Social and Economic Inclusion, Nutrition and Public Health, and Climate Resilience and Environmental Sustainability.

About the Position
The Communications Administrative Officer (CAO) is responsible for providing comprehensive administrative services to the Department of Communications and Marketing, The CAO proactively liaises with team members and staff in other departments as necessary, as well as the Communications Network in order to provide constant and consistent services, streamline practices, and enable effective meetings and operations related to the communications and marketing function.

The successful candidate will provide support in the following area:
Office Administrative Support
Provide effective, comprehensive efficient and effective administrative support services to the Communications and Marketing department, including but not limited to:

• Responsible for delivering overall and day-to-day effective administrative support services to the Communications team.
• Act as focal point for the Communications and Marketing department in dealing efficiently and effectively with daily enquiries and requests for information by external parties and/or WorldFish staff, partners and donors related to WorldFish activities, events, publications, copyrights and permissions, guest speaking invitations, etc; and managing, coordinating or forwarding responses to public emails received via the general WorldFish and CDRD, and FISH mailboxes.
• Support the Team Leader, Communications and Marketing with tasks relating to the Communications and Marketing department budget and expenses including quarterly budget forecasting, expenses monitoring, preparation of expenditure reports, ensuring data quality and integrity.
• Act as focal point for the Communications and Marketing department in handling all procurement process matters related to the needs of the department, including submission of PRs, POs and Goods Receipts the expenses via OCS, also acts as liaison with the procurement team, consultants, AOU, HR and Finance departments.
• Manage the Communications and Marketing department\xe2\x80\x99s consultancy contract processing including contract drafting, routing for system clearance/ approval, setting up payment schedules, liaising with consultants and vendors for submission and processing of invoices.
• Responsible for providing travel plans and arrangements includes co-ordination on visa applications, flight itineraries, logistic arrangement (accommodation and transport) and documentation pertaining to travel requests for all Communications and Marketing team members.
• Act as focal point in updating and maintaining the department\xe2\x80\x99s shared folder (e-filing) for institutional record and reference purposes.
• Responsible for administering the procurement of office supplies, equipment and digital subscriptions.
• Responsible for updating and maintaining list of WorldFish active projects and provide research and analysis support as and when required by the Communications and Marketing team.
• Manage monthly corporate credit card liquidation as well as all submission of travel claims/liquidations expense made by the members of the Communications and Marketing Department.
• Responsible for preparing monthly FTE revision forms for Communications and Marketing staff FTE cost recovery, validate the monthly reports for Communications BUS owners and develop internal report and analysis on Communications Team FTE recovery on total costs and days on quarterly basis.
• Manage other tasks as allocated by the Team Leader, Communications and Marketing to support the overall accountabilities and ensure priorities of the department are met.

Strategic Meetings Support

• Act as focal point for the Communications and Marketing department in scheduling and coordinating strategic meetings of the department (internally and with research project and country teams) on corporate communication priorities, annual workplan and budget, special events and campaigns and is responsible for drafting and disseminating meeting agenda, minutes and action points.
• Act as focal point for the Communications and Marketing department in coordinating the monthly meeting for the WorldFish Communication Network team (15 members) on preparations for special events and campaigns and is responsible for drafting and disseminating meeting agenda, minutes and action points.
• Responsible for providing logistical support for effective department meetings and internal WorldFish events (including Fish for Thought events), ensuring appointments are realistically planned with regard to timing and venue; resources and catering are booked appropriately; and preparing materials to support the event.
• Realize the benefits of a flexible approach to work in undertaking the duties and responsibilities of this job, and engaging with multi-disciplinary cross-department and cross-country teams.

Events Communications Support

• Act as focal point and the principal source on tracking and maintaining the master list of WorldFish internal and external events (workshop, training, visit, conference, meeting, signing of partnership and new launches/ Inauguration) and world days at the international and national level for management viewing and reference.
• Coordinates the actions with Communications Network members and research staff to track, maintain and update the WorldFish master list of global, region and country events, as well as calendar of special global campaigns on world/international days.
• Write, edit and develop website content on all international and national events (workshop, training, visit, conference, meeting, signing of partnership and new launches/ Inauguration) in the WorldFish and FISH program websites, and curate WorldFish related event to CGIAR website.
• Develop and design social media cards for events and liaise with Social Media Consultant in announcements and promotions via social medial channels (LinkedIn, Twitter, Facebook, etc.)

Publication Coordination Support

• Oversee provision of integrated communications, publications and marketing services in accordance with good budgeting and project management practices and anticipates and mitigates against challenges to ensure good service delivery.
• Provide efficient coordination and dissemination of marketing and communications products including science publications, collateral materials and other promotional outlets; and reviews and assesses quality and consistency of services in line with corporate communications priorities and department (qualitative and quantitative) metrics, and provides recommendations for improvement to Team Leader, Communications and Marketing.
• Develop and maintain excellent client relationships with the Communication Network members, researchers, and country offices and continually monitors and overseas timely and quality outputs of deliverables in the publications pipeline.
• Support Team Leader, Communications and Marketing to review, assess and evaluate all communications, publications and marketing consultancy contracts and participates in the selection of new consultants as and when required.

FOR MORE DETAIL ON THIS POSITION, PLEASE VISIT WORLDFISH WEBSITE:
https://apply.workable.com/worldfish/j/7D99D0D7DD/
WorldFish is an international, non-for-profit research organization that works to reduce hunger, malnutrition and poverty by improving fisheries and aquaculture. With a 45-years track record of leading-edge science, WorldFish generates research evidence and innovations to inform sustainable practices and inclusive policies that enable better livelihoods and healthier diets for millions of poor people, particularly women, who depend on fish for food, nutrition and income. WorldFish is a member of CGIAR , the world\xe2\x80\x99s largest global partnership on agriculture research and innovation for a food secure future. Headquartered in Penang, Malaysia and with regional offices across Africa, Asia and the Pacific, WorldFish leads the cross-disciplinary CGIAR Research Program (CRP) on Fish Agri-Food Systems (FISH).
Diploma / Advanced Diploma / Higher Graduate Diploma / DVM / DKM Level 4 / DLKM Level 5