Admin Assistant (Response Programme)

Job Description

Title: Admin Assistant (Response Programme)

Company Name: World Vision Bangladesh

Vacancy: 07

Job Location: Cox's Bazar (Cox's Bazar Sadar)

Employment Status: Contractual

Educational Requirements:
∎ Candidates should have a Bachelor Degree

Experience Requirements:
∎ At least 1 year(s)

Job Responsibilities:
∎ Provide administrative and secretarial support to the Operation Director/Sector Lead/Department Head.
∎ Develop, set up, and document office secretarial systems related to: filing of documents, records management, communications (telephone, correspondence), organograms, maps, supplies management, and basic office services.
∎ Create and maintain required stakeholder lists, including tracking new contacts and business cards from Operation Director/Sector Lead/Department Head and other senior response leaders.
∎ Support Operation Director/Sector Lead/Department Head in the administrative elements for funding acquisition initiatives with the Programme team, including completing risk forms for grant submissions over $1 million; updating grant matrix per Operation Director/Sector Lead/Department Head's instructions; and supporting Programme team directly as requested by them.
∎ Receive, screen, and process mail, and other incoming and outgoing communications; ensuring that confidential matters are handled properly.
∎ Operation Director/Sector Lead/Department Head to process highest priority requests first. Ensure signed documents are returned to appropriate team in timely manner.
∎ Ensure all documentation is filed according to WV standards, including confidentiality requirements.
∎ Ensure that office is equipped at all times, including list of stationery is maintained and updated, office supplies & hospitality items for the visitors are ordered and available always,
∎ that diskettes, printer cartridges, and photocopier toners and paper are available always in cooperation with the IT assistant.
∎ Maintain schedule, appointments and travel details of Operation Director/Sector Lead/Department Head . Assist them in completing expense report documentation upon trip completion.
∎ Track and update leave and travel details of subordinates reporting to the Operation Director/Sector Lead/Department Head , along with visitor calendar.
∎ Assure local and International travel and logistic arrangement for Operation Director/Sector Lead/Department Head , liaising with Response Administration Unit.
∎ Sending invitations and agenda for meetings called by Operation Director/Sector Lead/Department Head , and ensuring all equipment and handouts are ready for participants.
∎ Take concise and accurate notes for key meetings, highlight action items agreed, due date and goal owner.
∎ Summarize key of meetings and engagements for monthly Situation Report, Monthly Management Report (MMR).
∎ Perform any other relevant duties as required by the Operation Director/Sector Lead/Department Head .

Additional Requirements:
∎ Must have computer aptitude and experience with word processing, database management, and spreadsheet software. Fast learner of new technology and applicatinos.
∎ Good organizational skills; ability to manage and prioritize tasks.
∎ Flexibility to move to higher priority tasks on urgent basis.
∎ Cross-cultural sensitivity.
∎ Must have good attention to detail. Note in writing all instructions received from Operation Director/Sector Lead/Department Head and follow up in timely matter.
∎ Good interpersonal skills.
∎ Adaptability and flexibility.
∎ Fluency in English, both verbal and written is essential.
∎ Ability to deal with matters of strict confidentiality.

Salary: Tk. 50000 (Monthly)

Compensation & Other Benefits:
∎ Mobile bill, Medical allowance, Weekly 2 holidays
∎ Festival Bonus: 1

Application Deadline: October 31, 2019

Company Information:
∎ World Vision Bangladesh
∎ Address : Abedin Tower (2nd floor), 35 Kemal Ataturk Avenue, Banani, Dhaka - 1213, P.O. Box: 9071
∎ Business : World Vision (WV) is an established international Christian humanitarian development and advocacy organization dedicated for working with children, families and their communities worldwide to reach their fullest potential by tackling the causes of poverty & injustice. It serves all people regardless of religion, race, ethnicity, gender or ability.

Being a child-focused organization, World Vision has the responsibility to ensure safety & protection of the children while they come in contact with the staff; accordingly all the recruits will go through specific checks and compliance procedures in accordance to its Child Protection Policy. Persons with a history of child rights and child protection violation are discouraged to apply.

Female are specially encourage to apply.

Category: General Management/Admin