Project Support Officer
WorldFish , East Timor

1 Year
0 - 0
Job Type
Job Shift
Job Category
Requires Traveling
Career Level
Bachelor's Degree
Total Vacancies
1 Job
Posted on
Mar 4, 2021
Last Date
Jun 4, 2021

Job Description

Post level: Nationally Recruited Staff

Type of contract: Fixed term contract

Language(s) required: English (native/fluent writing and oral skills)


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’s 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).


The Project Support Officer will join our Partnership for Aquaculture Development in Timor-Leste Phase 2 (PADTL2) project team and will provide support to the Project Leader/Manager in the rigorous implementation of standard methods and procedures, leading to efficiencies in the delivery of the project. The incumbent will also be responsible for providing comprehensive, effective and efficient financial, administrative and logisticsupportservices to PADTL2 team in Timor-Leste.

The successful candidate will be responsible to:

  • Manage office inventory and provide general purchasing administration support for the PADTL2 project (including price sourcing amp; transportation of goods arrangement), and ensuring sourcing and purchases are according to organization’s policy and guideline.
  • Provide logistics support to PADTL2 project staff and visitors including travel planning (transportation, accommodation, visa), coordination, management, setup and preparing funds for field trip budgets.
  • Maintain and update project related files, plans and reports, and co-ordinate activities, using MS Teams.
  • Assist in planning, coordination and setup of conferences, workshops, training courses, field days and other such activities related to PADTL2 project.
  • Provide support for project team meetings, including compilation and distribution of meeting agenda, provision of reports, minutes/note taking, and follow up of issues raised.
  • Supervise disbursement of petty cash, funds held for partners and verifying staff and partner acquittals, and ensure advances and receivables with staff are liquidated on a timely basis.
  • Perform all banking related tasks and verify all vouchers number, account and budget codes.
  • Maintain updated and accurate financial records through timely liquidation, monitoring and reporting of all financial transactions to WorldFish headquarters.
  • Prepare accounts statement and monthly fund request submission to WorldFish headquarters and keeping all records for audit purpose.
  • Conduct customs clearances for all imports for PADTL2 project.
  • Provide diverse administrative and related project support tasks including: maintenance of registers, photocopying/scanning, accommodation and venue bookings; compilation of manuals and reports; maintenance of office equipment.
  • Develop and support effective communication mechanisms between the project’s teams.


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

  • Diploma or Bachelor level qualification in Business Administration/Management, Finance or equivalent.
  • A minimum of 3 years of working experience preferably in project administrative/management support of an International NGO/company.
  • Minimum 3 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) and financial accounting/accounting software package.
  • Excellent verbal and written English communication skills and ability to interact well with staff from all levels.
  • Team player and able to make independent decisions and communicate effectively to supervisor.

Desired Skills amp; Qualification

  • Experience dealing with NGO and government departments in Dili is added advantage.
  • Knowledge and experience in finance/accounting is highly desirable.
  • Experience in arranging travels and managing travels claims.


Salary amp; Benefits

This is a Nationally Recruited Staff (NRS) position with salary commensurate to the responsibilities of this position. WorldFish's NRS shall receive comprehensive benefits which include but not limited to excellent health insurance coverage for staff and eligible dependents, pension, leave and other benefits.

Our Offer

The position will be based in Dili, Timor Leste. Interviews are expected to be held by in end of March 2021. Only shortlisted candidate will be notified and expected to attend the interview. The successful candidate should be available to commence as soon as possible for an initial of a fixed term contract up until 31 March 2023, with the possibility of contract renewal depending on performance and funding situation.

How to Apply

Interested applicants are invited to submit the following information online latest by 17 March 2021:

  • A cover letter including a 2-page (max) description of why you are an ideal candidate for this role referring to the key responsibilities and what you would bring to the role;
  • A current curriculum vitae;
  • Names and contacts (telephone and e-mail addresses) of three professional referees who are familiar with your qualifications and work experience. Your nominated referees ideally should have persons from each of the following category: direct supervisor, internal peer and/or direct report.

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.

Job Specification


Information Technology and Services - Kuala Lumpur, Malaysia