Administrative Officer (Asia) Jobs

Organisational context

The World Mosquito Program (WMP) is a not-for-profit group of companies owned by Australia's Monash University that works to protect the global community from mosquito-borne diseases such as dengue, Zika, yellow fever and chikungunya. The World Mosquito Program uses naturally occurring bacteria called Wolbachia to reduce the ability of mosquitoes to transmit viruses that cause life-threatening disease throughout tropical countries of the world.

Following years of laboratory research, independent risk analysis and successful field trials, WMP has undertaken deployments in 12 countries around the world and has widespread support from communities, governments and public health regulators. We are now undergoing rapid organisational change to position WMP to play a key role in scaling global access to Wolbachia and helping to protect the 4 billion people worldwide who live at risk of dengue and other mosquito-transmitted viral diseases. WMP is funded by governments and philanthropists from around the world. More information about the WMP can be obtained from www.worldmosquitoprogram.org.

Position purpose

The Administrative Officer assists the Chief Operating Officer by providing support to the WMP’s office in Denpasar, Bali, including coordinating high-quality office management services, travel management, safety and security administration, and managing visits and visitors. The position also supports organisational events and undertakes various general administrative duties to meet operational demands.

Reporting line: The position reports to WMP Chief Operating Officer, World Mosquito Program.

Supervisory Responsibilities: none

Key Responsibilities

1. Manage activities related to the WMP Bali office staff, including but not limited to office service and supply, equipment and inventory, petty cash, safety and security, following WMP policies, procedures and best practice.
2. Organise travel, safety and security arrangements for staff based in Asia.
3. Coordinate logistics and administration support for visitors and Program/office events in Indonesia.
4. Support WMP staff in Asia, including meetings, functional coordination, calendar management, transport, and expense claims as appropriate.
5. Undertake research, data analysis, investigate options and provide recommendations and advice on complex administrative issues.
6. Initiate and implement continuous improvement activities by overseeing and reporting on process and service efficiency and implementing performance improvement measures.
7. Build and sustain effective working relationships with internal and external stakeholders to deliver consistent, high-quality services.
8. Ensure the local compliance is managed, and issues are elevated timely to the supervisor for intervention where necessary.
9. Work closely with other administrative functions across the WMP global network.
10. Other relevant duties and responsibilities as required.

Key selection criteria

• High-level planning and organisational skills with the proven ability to exercise autonomous judgement and initiative,
• Excellent customer service attitudes and experience.
• Demonstrated ability to build relationships with stakeholders.
• At least five years of experience in administration and office management in an international organisation environment.
• Outstanding interpersonal and communication skills with the ability to negotiate, consult and influence.
• Exceptional problem-solving skills
• Fluent in English and Bahasa Indonesia.

Note:

• CV and Cover Letter in English are required
• Job will be closed on 14 July 2023