Admin Assistant - Coordination Cell, Cox's Bazar

Job Description

Title: Admin Assistant - Coordination Cell, Cox's Bazar

Company Name: E-Zone HRM Limited

Vacancy: 1

Job Location: Cox's Bazar

Employment Status: Contractual

Educational Requirements:
∎ Essential: Bachelor' s degree from reputed University or equivalent
∎ Desirable: Bachelor degree in Business Studies/Social Science would be an added advantage.

Experience Requirements:
∎ At least 3 year(s)

Job Context:
∎ E-Zone HRM Limited is now accepting applications from Bangladeshi Nationals for the following vacancies under third party outsourcing contract modality:
∎ Contract Duration: 9 months (until 30 June 2024) (with possibility of extension)
∎ Contract Type: Special Agreement with E-Zone
∎ Contract Start Date: 1 Oct 2023
∎ Recipient: Line Director, Health and Gender Support at Cox`s Bazar District (LD, HGS-CXB)
∎ The Health Services Division (HSD) of the Ministry of Health and Family Welfare (MoHFW) is implementing the "Health and Gender Support in Cox`s Bazar District (HGS-CXB)" OP to provide Health, Nutrition and Family Planning (HNP) services and Gender­ Based Violence (GBV) including PSEA response services to the host community as well as the Forcibly Displaces Myanmar Nationals (FDMNs) living in the Cox`s Bazar district. As per the Project Appraisal Document (PAD) of the World Bank as well as the financing agreement signed between the Government and the World Bank, four UN agencies are implementing the Direct Project Aid (DPA) funded activities of the OPs.
∎ There is separate agreement between MoHFW and each of the UN Agencies coordinating the roles of responsibilities of the agencies. As per the agreement signed between MoHFW and WHO, WHO is designated for surveillance and coordination-related activities. There is a provision for establishing a MOHFW Coordination Cell in Cox`s Bazar comprising a group of consultants including two Field Coordinators under the HGS-CXB OP. To implement the activity, WHO Bangladesh is providing technical assistance and recruitment support to hire the contractual staff for the MOHFW coordination team in Dhaka and Cox`s Bazar.
∎ G. Administrative Issues:
∎ Office place, the working station will be in MOHFW Coordination Cell in Cox`s Bazar.
∎ Admin Assistant will be responsible to pay all taxes as per government rules and regulations. E-Zone will make statutory deductions towards income tax as per government rules and regulations.

Job Responsibilities:
∎ B. Scope of work:
∎ The Admin Assistant will be accountable to the Line Director (LD) of Health and Gender Support at Cox's Bazar District (LD, HGS-CXB) and the Head of Sub-Office, WHO-CXB. The Admin Assistant will work under the direct supervision of the Coordinator, MOHFW Coordination Cell in Cox's Bazar, and will perform the following functions:
∎ C. Terms of Reference (TOR):
∎ The Admin Assistant will be based at MOHFW Coordination Cell in Cox's Bazar to provide administrative and secretarial support in organizing in house or coordination meetings, training, workshops, seminars, etc., including preparation of the lists of participants, travel requests, letters of invitation, files/documents, presentations and slides, preparations of related folders and reservation of meeting rooms and hotel accommodation under HGS-CXB OP;
∎ Screen and receive telephone calls/mails and visitors with tact and discretion. Make appointments, answer queries and/or redirect visitors and callers with diplomacy and courtesy, obtain background information on the purpose of appointments under HGS- CXB OP;
∎ Draft and prepare replies to the general and administrative correspondence based on instructions or on own initiative and finalize such correspondence, in collaboration with senior project officer, monitor and ensure deadlines and take appropriate actions to respond time on time;
∎ Opens/organizes and maintains officials files with an appropriate system for follow up and ensure that all activities supported are traceable and accessible under HGS-CXB OP and AF to HSSP when as required;
∎ Obtain documents and information from in-house and external sources as required, perform information searches (library, internet) as requested;
∎ Provides secretarial and clerical support to coordinators and visiting staff, as and when required;
∎ Prepare travel requests for MOHFW officials, make flight and hotel reservations, prepare travel files and coordinate in the field level for effective field visit; deal with other related matters as requested or on own initiative;
∎ Initiate requisitions for goods procurement, monitor and record receipt of deliverables, and initiate and monitor payments as needed under HGS-CXB OP.
∎ Prepare salary and other statements as per working reports;
∎ Perform any other responsibilities/functions assigned by the supervisor under HGS-CXB OP and HOSO, WSO-CXB.

Additional Requirements:
∎ Essential: At least three years of relevant working experience
∎ Desirable: Experience in working with the Government/Development Partner agencies.
∎ Computer skills in MS Word, Excel and Powerpoint, etc;
∎ Ability to work in a team;
∎ Excellent Coordination, Communication and interpersonal, etc skills.
∎ Competencies:
∎ Teamwork
∎ Respecting and promoting individual and cultural differences
∎ Communication
∎ Building and promoting partnerships across the organization and beyond
∎ Producing Results
∎ Languages:Excellent knowledge of spoken and written English and Bangla with Presentation skills.

∎ The Admin Assistant will get BDT 72,675 per month + living allowance (BDT 17,600) per month

Job Source: Online Job Posting.

Application Deadline: 22 Sep 2023

Company Information:
∎ 8 Sep 2023
∎ E-Zone HRM Limited

Category: NGO/Development



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