Job Description

Title: Admin Officer

Company Name: The Bangladesh Red Crescent Society

Vacancy: 1

Location: Dhaka

Minimum Salary: Tk. 43000 (Monthly)

Experience:
∎ At least 6 years

Published: 2 May 2024

Education:
∎ Master’s degree in commerce/finance, MBA major in finance/accounting.
∎ Master’s degree in commerce/finance, MBA major in finance/accounting.

Requirements:

Additional Requirements:
∎ At least 5 years working experience in admin & financial management including office administration in NGO/INGO/other organization.
∎ Have excellent skill on written, verbal communication and time management.
∎ Able to maintain coordination and communication with donor, finance unit and relevant officials.
∎ Proficiency in advance MS Word, Excel, PowerPoint, Browsing Internet etc.
∎ Fluent in English and Bangla language with well Typing skill.
∎ Knowledge of using financial software (Tally software).
∎ Knowledge on Bangladesh Tax and VAT rules.
∎ Adhere to the 7 fundamental principles of the Red Cross and Red Crescent movement.
∎ Act at all times in accordance with the Code of Conduct and strong ethics with an ability to manage confidential data.
∎ Listening skills; Cultural sensitivity; Flexibility & adaptability; Team player and gender sensitive.
∎ Ability and willingness to travel and stay in the field.
∎ Experience of working with a humanitarian response will be an added advantage.
∎ Work experience within the Red Cross and Red Crescent Movement would be preferable.
∎ At least 5 years working experience in admin & financial management including office administration in NGO/INGO/other organization.
∎ Have excellent skill on written, verbal communication and time management.
∎ Able to maintain coordination and communication with donor, finance unit and relevant officials.
∎ Skills and abilities:
∎ Proficiency in advance MS Word, Excel, PowerPoint, Browsing Internet etc.
∎ Fluent in English and Bangla language with well Typing skill.
∎ Knowledge of using financial software (Tally software).
∎ Knowledge on Bangladesh Tax and VAT rules.
∎ Personal qualities:
∎ Adhere to the 7 fundamental principles of the Red Cross and Red Crescent movement.
∎ Act at all times in accordance with the Code of Conduct and strong ethics with an ability to manage confidential data.
∎ Listening skills; Cultural sensitivity; Flexibility & adaptability; Team player and gender sensitive.
∎ Ability and willingness to travel and stay in the field.
∎ Experience of working with a humanitarian response will be an added advantage.
∎ Work experience within the Red Cross and Red Crescent Movement would be preferable.

Responsibilities & Context:
∎ Overseeing all administrative activities related to programme.
∎ Store and preserve all valuable and necessary documents and records related to program accounting, maintaining both hard and soft copy backups.
∎ Ensure all fund transfers adhere to BDRCS and donor financial policies.
∎ Organize programs, office order, work order and adjustment of the bill vouchers.
∎ Oversee procurement processes, including vendor selection and contract management, ensuring compliance with organizational policies and budgetary constraints.
∎ Manage travel arrangements for program staff, ensuring cost-effectiveness and adherence to travel policies.
∎ Maintain the Fixed Asset Register and stock registers for the Program, conducting periodic audits to ensure accuracy and compliance.
∎ Review and process bills and vouchers received from program staff and branches, ensuring adherence to organizational policies and budgetary allocations.
∎ Ensure compliance with VAT and tax regulations, keeping abreast of government rules and regulations.
∎ Generate regular financial reports for internal and external stakeholders, providing insights into program financial performance.
∎ Provide administrative updates during project meetings and presentations, communicating progress and challenges effectively.
∎ Conduct regular visits to project locations/fields to monitor administrative issues and provide on-site support as needed.
∎ Guide and monitor the day-to-day work of the Admin Officer in field level, providing training and support to enhance their capacity.
∎ Manage office supply stock, place order including expenses report preparation and office budget.
∎ Organize a filing system for important and confidential office documents.
∎ Provide assistance to Program team to maintain monthly work plan of program activities.
∎ Oversee general administrative functions related to the project.
∎ Maintain asset register as per the organizational rules.
∎ Maintain the HR related works (Daily attendance; staff leave report, movement, time sheet, contract extension etc.).
∎ Undertake any other responsibilities assigned by the supervisor as per program needs, demonstrating flexibility and adaptability in fulfilling duties.
∎ Ensure compliance with organizational policies, donor requirements, and legal regulations.
∎ Coordinate with internal and external auditors & stakeholders as needed.
∎ Ensure compliance with tax regulations and other statutory requirements.
∎ S/he shall be accountable to the APM, Field Coordinator and Project manager.
∎ Red Cross - Red Crescent movement is the largest volunteer organization in the world. Bangladesh Red Crescent Society (BDRCS) is a national society of the movement, constituted on 31 March 1973 by the President's Order No. 26 of 1973 with retrospective effect from 16 December 1971. This is the biggest humanitarian organization in Bangladesh. As an auxiliary to the government, the Society provides humanitarian assistance to the vulnerable people over the last 50 years and has undertaken a wide range of activities in humanitarian response, disaster management, health, capacity building and in promoting Red Cross/ Red Crescent ideals and principles. Bangladesh Red Crescent Society is implementing the Pilot Programmatic Partnership (PPP) Project under Disaster and Climate Risk Management (DCRM) Department in Dhaka, Rajshahi, Sylhet and Cox’s Bazar districts. IFRC, GRC, DRC and SweRC provide technical support and financial support from the DG-ECHO. The project covers three pillars of the PPP: i) Disaster Risk Management (DRM), ii) Epidemic and Pandemic Preparedness and Response (EPPR), and iii) Risk Communication, Community Engagement & Accountability (CEA). Therefore, BDRCS has initiated the hiring process in order to support the implementation of the Programme.
∎ Duty station: NHQ, BDRCS
∎ Report to: Program Manager-PPP (DCRM dpt.)
∎ Duration of Contract: 31 August 2024 (Possibility to extend based on performance)
∎ Purpose of the position:
∎ The purpose of this position is to manage the administrative activities of the PPP project through documentation support, obtaining approvals, coordinating activities, tracking expenditures, working on approval taking, managing procurement, and adjusting day-to-day operations in alignment with the project's monthly, quarterly, and annual budget. Duties are not limited to the write-up; S/He needs to be performed as per instructions and direction by the Programme Manager and Senior Management.
∎ Roles and Responsibility:
∎ Overseeing all administrative activities related to programme.
∎ Store and preserve all valuable and necessary documents and records related to program accounting, maintaining both hard and soft copy backups.
∎ Ensure all fund transfers adhere to BDRCS and donor financial policies.
∎ Organize programs, office order, work order and adjustment of the bill vouchers.
∎ Oversee procurement processes, including vendor selection and contract management, ensuring compliance with organizational policies and budgetary constraints.
∎ Manage travel arrangements for program staff, ensuring cost-effectiveness and adherence to travel policies.
∎ Maintain the Fixed Asset Register and stock registers for the Program, conducting periodic audits to ensure accuracy and compliance.
∎ Review and process bills and vouchers received from program staff and branches, ensuring adherence to organizational policies and budgetary allocations.
∎ Ensure compliance with VAT and tax regulations, keeping abreast of government rules and regulations.
∎ Generate regular financial reports for internal and external stakeholders, providing insights into program financial performance.
∎ Provide administrative updates during project meetings and presentations, communicating progress and challenges effectively.
∎ Conduct regular visits to project locations/fields to monitor administrative issues and provide on-site support as needed.
∎ Guide and monitor the day-to-day work of the Admin Officer in field level, providing training and support to enhance their capacity.
∎ Manage office supply stock, place order including expenses report preparation and office budget.
∎ Organize a filing system for important and confidential office documents.
∎ Provide assistance to Program team to maintain monthly work plan of program activities.
∎ Oversee general administrative functions related to the project.
∎ Maintain asset register as per the organizational rules.
∎ Maintain the HR related works (Daily attendance; staff leave report, movement, time sheet, contract extension etc.).
∎ Undertake any other responsibilities assigned by the supervisor as per program needs, demonstrating flexibility and adaptability in fulfilling duties.
∎ Compliance and Accountability:
∎ Ensure compliance with organizational policies, donor requirements, and legal regulations.
∎ Coordinate with internal and external auditors & stakeholders as needed.
∎ Ensure compliance with tax regulations and other statutory requirements.
∎ S/he shall be accountable to the APM, Field Coordinator and Project manager.

Employment Status: Full Time

Job Location: Dhaka

Read Before Apply:

If you think you are competent enough for the position, please submit your application with complete resume with a cover letter, two references, a recent photograph and mentioning the name of the position in subject line to through BDJobs online system on or before 4:00 pm, 9 May 2024. (Urgently required for the program)

Only shortlisted candidates will be notified for interview.

Bangladesh Red Crescent Society promotes diversity in its workforce.

Company Information:
∎ The Bangladesh Red Crescent Society
∎ 684-686 Boro Mogh Bazar, Red Crescent Sarak | Dhaka-1217
∎ Red Cross - Red Crescent movement is the largest volunteer organization in the world. Bangladesh Red Crescent Society (BDRCS) is a national society of the movement, constituted on 31 March 1973 by the President`s Order No. 26 of 1973 with retrospective effect from 16 December 1971. This is the biggest humanitarian organization in Bangladesh. As an auxiliary to the government, the Society provides humanitarian assistance to the vulnerable people over the last 48 years and has undertaken a wide range of activities in humanitarian response, disaster management, health, capacity building and in promoting Red Cross/ Red Crescent ideals and principles.

Address::
∎ 684-686 Boro Mogh Bazar, Red Crescent Sarak | Dhaka-1217
∎ Red Cross - Red Crescent movement is the largest volunteer organization in the world. Bangladesh Red Crescent Society (BDRCS) is a national society of the movement, constituted on 31 March 1973 by the President`s Order No. 26 of 1973 with retrospective effect from 16 December 1971. This is the biggest humanitarian organization in Bangladesh. As an auxiliary to the government, the Society provides humanitarian assistance to the vulnerable people over the last 48 years and has undertaken a wide range of activities in humanitarian response, disaster management, health, capacity building and in promoting Red Cross/ Red Crescent ideals and principles.

Application Deadline: 9 May 2024

Category: General Management/Admin