Administration & Logistic Coordinator

Job Description

Title: Administration & Logistic Coordinator

Company Name: Reputed INGO

Vacancy: 01

Job Location: Gazipur (Sreepur)

Employment Status: Full-time

Educational Requirements:
∎ Bachelor of Arts (BA) in English, Bachelor of Business Administration (BBA) in Business Administration, Bachelor of Business Administration (BBA) in HR, Masters degree in any discipline
∎ Skills Required: Administration, Business Communication, General Administration, Microsoft Excel, MS Word/ Excel/ PowerPoint/ OneNote, People Management, Supervision

Experience Requirements:
∎ 3 to 5 year(s)
∎ The applicants should have experience in the following area(s): Administration, Document Processing, General Administration, Logistics Management, Maintenance, Office Management, Security Management, Store management, Transport Management, Travel management
∎ The applicants should have experience in the following business area(s): NGO

Job Responsibilities:
∎ Prepare, Maintain & implement Admin, Security & Compliance related policies, guidelines, rules & regulations.
∎ Monitoring and execute disciplinary procedure and follow the legal task as per organization & Bangladeshi labor law & Rules.
∎ Coordinate and execute protocol related issues like; arrival of foreign/local delegates/Govt. Bodies/ Engineers/Partners/Buyers visiting the organization.
∎ Maintaining all PR related issues; coordinate with local authorities, Law enforcement agencies, local representatives and other authorities.
∎ Directly monitor & Implement safety & security policies, regulations, rules & norms to make sure that the environment of the organization is safe for the all employees and visitors.
∎ Supervise & ensure all the organizational Facilities, Utilities & Logistic support & Service.
∎ Articulate & Implement administrative & security policies and guidelines for the proper functioning of the office Operation.
∎ Monitor, evaluate and develop operating budgets relating to Administration within the department, expenditures for entire administrative operation in a cost-effective manner.
∎ Ensure security system by instruction and guidance to security department.
∎ To maintain liaison with government office, local authority, Dhaka office and project management to execute several administrative jobs.
∎ Government office - Obtain several licenses or certificates and renewals/different types of permissions and legal issues.
∎ Local authority- Trade license/ Vehicle fitness certificate/NOC for different types of work/trouble shooting of different types of occurrences are resolved with their help.
∎ To ensure proper housekeeping of the project & dormitory.
∎ Ensure casual/fixed labor bill, tiffin bill and submit report to senior.
∎ To preserve all land documents/deeds/Licenses/Certificates/Tax related documents in safe and organized condition and to keep all above documents up-to date, and also to obtain new license.
∎ To ensure timely payment of all dues of existing utility /services/facilities etc.
∎ To maintain good relation and rapport with neighbor/locality/society around the project & to encourage all staffs to maintain good relationship with others as well as within the project.
∎ Coordination for Employee Recruitment, Induction, Confirmation, Separation & personal file management.
∎ Assist in Employee Relation, Employee Grievance & Disciplinary action.
∎ Look after Organization's day to day administrative issues, Procurement, Office maintenance, Event management, Rent & utilities.
∎ Helps prepare travel vouchers for all staff.
∎ Facilitates new employee orientation and employee departures for the office as needed.
∎ Provides logistic supports for events such as training programs, conferences and retreats.
∎ Ensures the management of all office official electronic and hard copy filing systems in accordance with policies, which includes the maintenance of vital records on a bi-annual basis and the periodic retirement of old files.
∎ Liaise with store & Maintain Stock and prepare monthly purchase requisitions & report.
∎ Manage fixed assets, stationery, print materials and other materials as per office requirement.
∎ Keep records of all original MoU's, contracts, rental deeds, and insurance documents if arises.
∎ Manage and maintain vehicles arrangements for staffs & guests when needed.
∎ Assist in hotel reservations for staffs, guests and visitors
∎ Initiate and monitor repair and maintenance for office fixtures, furniture and air conditioners.
∎ To coordinate with the various departments and the Dhaka office for all office administration support.
∎ Managing and improving the functional processes, policies, and techniques in the assistance of the company's objective.
∎ Supervising the housekeeping of the office premises and ensuring proper look and feel of the office floors and furniture layout.
∎ Responsible for proper management of main gate and security post and the visitors.
∎ Any other assigned jobs provided by time to time as per the organizational necessity.

Additional Requirements:
∎ Age 28 to 37 years
∎ Both males and females are allowed to apply
∎ Proven working experience in Administration & Logistic related jobs, highly skilled in report writing (English & Bangla) for at least 02 years work experience in International development organizations and additional 02 years experience in other organization will be given preference.
∎ Good communication and Drafting skills both in Bangla and in English.
∎ Knowledge on organizational culture change management, diversity, inclusion, gender sensitivity.
∎ Competence to build and effectively manage interpersonal relationships with coworkers.
∎ Willing to travel frequently.
∎ Willing to work under pressure even after office if necessary.
∎ Must be a team leader, a motivator.

Salary:
∎ Negotiable
∎ Salary depends on experience & Education. And other benefits will be provided after successfully completion of the probation period.

Compensation & Other Benefits:
∎ T/A, Mobile bill, Provident fund, Insurance, Gratuity
∎ Lunch Facilities: Partially Subsidize
∎ Salary Review: Yearly
∎ Festival Bonus: 1

Application Deadline: December 14, 2019

Company Information:
∎ Reputed INGO

Category: General Management/Admin