Activities Office Logistics Manager
Job Description
Title: Activities Office Logistics Manager
Company Name: American International School Dhaka
Vacancy: Not specific
Job Location: Dhaka
Employment Status: Full-time
Educational Requirements:
∎ Bachelor's degree
Job Context:
∎ AISD adopted a Child Protection Policy on November 17, 2015 and is committed to the protection of all children and young people from harm. We require all staff and faculty applicants to undergo stringent selection and screening processes before being allowed to work with children.
∎ The Activities Office Logistics Manager is responsible for organizing the following areas in the activities office: trip management (data collection, database management and visa procurement) local organization communication (officials/vendors/schools) supervising and organizing AISD`s MS after school activities program in concert with the Director of Athletics and Activities (High School) and supporting major Activities Office Events.
∎ Supervised By: Activities Director
Job Responsibilities:
∎ Trip Facilitation
∎ Personally obtains visas from offices as needed when online visa applications are not possible.
∎ Maintains comprehensive and up to date knowledge of different visa procedures for different countries AISD regularly travels to.
∎ Shares with stakeholders as needed.
∎ Communicates directly with families in atypical visa procurement situations to achieve a successful outcome.
∎ Prepares visa procurement instructions for self obtained school travel related visas.
∎ Maintains positive contact with local agents in regards to airline ticket booking and visa procurement.
∎ Maintains comprehensive records related to airline travel.
∎ Creates timelines and procedures for advance trip paperwork management.
∎ Traveler information collection
∎ Commitment forms
∎ Code of conduct forms
∎ Health and allergy information
∎ Payment due dates / collection
∎ Populates and maintains trip related databases utilizing excel sheets to create clear reports.
∎ Work closely with representatives from SAISA schools and other international organizations to coordinate safe travel.
∎ Prepare travel information for coaches and travelers (packet).
∎ Organizes and confirms all International Insurance coverage for international school trips.
∎ Local Contact Facilitator:
∎ Communicates directly with local officials to schedule/confirm event attendance.
∎ Communicates directly with local schools/program operators to schedule/confirm event participation.
∎ Follows up regularly with contacts as needed.
∎ Communicates directly with vendors to maintain delivery schedule.
∎ Maintains and updates database of local contacts.
∎ Activities Office Event/Office Support:
∎ Extensive logistical support for hosted events (SAISA / DISA etc).
∎ Includes gate management, security and local staff coordination re: set-up.
∎ Assist with managing and monitoring income and expenditure, including the collection of monies, fees and charges.
∎ Assist with parent communication/organization re: homestay requirements during SAISA Hosted events.
∎ MS Activity Program Coordinator:
∎ Responsible for recruiting sponsors for school activities.
∎ Works with the Director of Athletics and Activities to evaluate programs and identify areas for growth
∎ Responsible for creating and maintaining a schedule for the MS ASA program and communicating this to all concerned in an efficient and timely manner
∎ Ensures ASA leaders fulfill basic program related tasks.
∎ Manages the process of student sign ups, ensuring that data is entered efficiently by all responsible
∎ Ensures that timely communication goes to parents regarding their child's after school activities programs
∎ Ensures that all ASA leaders are aware of operational procedures
∎ Produces data on MS after school activities program as and when required
∎ Handles MS program questions/inquiries/criticisms in the first instance, resolving these issues satisfactorily when possible and referring them to the Athletic Director if not possible.
∎ Refers student behavioral issues to the Director of Athletics and Activities for remediation if needed.
∎ With the support of the Director of Athletics and Activities - carries out recruitment of staff to the ASA program
∎ Coordinates with staff running MS activities. Supports the program to ensure that the program runs efficiently, safely and effectively.
∎ Responsible for managing ASA reports and sharing with designated personnel.
∎ Responsible for creating operational systems to ensure the program runs smoothly.
∎ Event supervision for all major on site productions/tournaments/events in the MS Activities Program.
Additional Requirements:
∎ Police Clearance Document
∎ Covid-19 Vaccination Certificate/ proof of Vaccination
∎ Exceptional interpersonal skills; ability to work with parents, colleagues and all other school staff.
∎ Experience communicating with staff in a hectic work environment.
∎ Work experience in a project management environment.
∎ Experience working with children in a school environment or in any other similar environment.
∎ A working knowledge of health and safety requirements relating to activities for children.
∎ A good command of the English language - reading, writing and communicating.
∎ Advanced excel/sheets skills related to data management and report creation.
∎ Demonstrated experience adhering to guidelines and policies
∎ Ability to source materials and negotiate with vendors
∎ Experience/ability to create and use Google Forms to collect information. Experience and ability to work with Google Sites in order to promote and share information.
∎ Demonstrated ability to work on multiple projects simultaneously.
∎ Highly organized and detail oriented.
∎ Ability to speak confidently in public.
Salary:
∎ Tk. 96984 - 114318 (Monthly)
∎ (depending on experience)
Job Source: Bdjobs.com Online Job Posting.
Application Deadline: 15 Dec 2022
Company Information:
∎ 10 Dec 2022
∎ American International School Dhaka
Category: Education/Training
: Interested candidates are requested to send their updated CV with a recent photo [email protected]
