Admin Transit

Job Description

Title: Admin Transit

Company Name: MSF Belgium (Medecins Sans Frontieres / Doctors Without Borders)

Vacancy: 1

Age: At least 18 years

Job Location: Cox`s Bazar (Ukhia)

Salary: Tk. 95000 (Monthly)

Experience:

• At least 2 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor/Honors

• 4 years of bachelor’s degree is essential; preferably in administration / human resources management / business management or related studies

• At least 2 years
• The applicants should have experience in the following business area(s): NGO

• Age At least 18 years

• Experience in personnel administration management or related field is desirable.

• Previous HR experience in a similar role in MSF or in other NGOs will be an advantage.

• Fluency in English and Bengali language is essential. Chittagonian dialect is desirable.

• Proficient in MS Office Package (Word, Excel, PowerPoint, Outlook, Teams, Microsoft 365).

• Proficient in computer skills, like Internet.

• Results and Quality Orientation

• Teamwork and Cooperation

• Behavioural Flexibility

• Commitment to MSF Principles

• Stress Management

Job Context: Administrative specialist responsible for the management of staff movements and associated processes according to MSF’s standards and procedures and local legislation in order to ensure the smooth running of MSF’s activities.

Job Responsibilities: Following are the key responsibilities of this position in Bangladesh mission:

• Visa and Travel Management

  • Responsible for International Mobile Staff and Local Hired Staff’s visa management, including the documents required for any type of visa and has a good knowledge of the rules regarding the visas depending on the nationalities.

  • Ensure a proper follow-up of the expiration of the visa and provides weekly report regarding the visa status.

  • Ensure a transparent and collaborative communication with the intersection team (IST) for visa/travel related matters.

  • Keep updated on the latest change of regulations or policies within the NGO affairs bureau and/or foreign ministry or any office related to the visa and/or work permit matters.

  • Keep HR coordinator informed about any difficulties or obstacles to hinder the decision making.

  • Be proactive in proposing solutions to solve visa issues;Be responsible for WeDoo (Intranet; or similar HRIS platform) for international mobile staff’s administrative requests, holidays follow up, flights, debriefings, accommodation etc.

  • Brief new international mobile staff on visa and travel matters.

  • Prepares monthly perdiem sheets and reimbursement request (if any) for international mobile staff.

  • Responsible for the movements (international and national) and ensures a proper communication to HQ and the other departments to organize the movements from or to the airport using the movement table.

  • Responsible for domestic flight bookings for all staffs upon request (following proper validation). 

• Office Administration

  • Maintain and track stock consumption of stationery, hygiene items and making internal requests as per the need.

  • Prepare, maintain and keep track of all the HR service/rental contracts and prepare payment requests every month on time.

  • Leads the preparation of team building days under the supervision of the HR coordinator and/or PAM. 

• Facility Management

  • Responsible of housing management including relaying messages to cooks and cleaners regarding food or cleaning issues.

  • Ensures the rotation of the cleaners so the rooms are ready at all time to receive new guests.

  • Responsible for performance appraisals of all cooks and cleaners. 

• HR Management

  • Responsible to onboard new employees, follow check-list to collect documents, prepare list of missing documents and share with PAM. 

  • Responsible to ensure that all the relevant documents and information related to employment contracts are available, in place and encoded in Homere (employee database).

  • Responsible for executing payroll and relevant tasks for Local Hired Staff in coordination.

  • Make regular visit to camps (14 & 15), to interact with employees, to do follow-up on pending issues and to collect/ answer their queries as and when required.

• Medical allowance,Weekly 2 holidays
• Festival Bonus: 2

• Medical insurance for employee and direct dependents based on Health Care Policy- Locally Hired Staff (LHS).

• Salary is not negotiable. Income tax deduction at source will be applicable based on the current income tax rule.

• Festival bonus entitlement is effective upon completing one (01) year of uninterrupted services with MSF.

• There are no provisions for relocations.