Administrative and IT Officer
Job Description
Title: Administrative and IT Officer
Company Name: Jhpiego Bangladesh
Vacancy: 1
Job Location: Dhaka
Employment Status: Full-time
Educational Requirements:
∎ Master's degree preferred; computer science or similar discipline qualifications will be added advantage
Experience Requirements:
∎ 5 to 6 year(s)
Job Context:
∎ Department: Global Program Operations
∎ Position reports to: Head of Finance and Operations
∎ Overview: The incumbent is responsible for Bangladesh office Administrative and IT related all support as per Jhpiego policy and procedures. The position holder will provide all kinds of administrative and IT support to all staff of Jhpiego including field offices. Establish specific admin and IT objectives for the country office to ensure that Jhpiego policy/procedures and standards are met. This position is also responsible for the support including office, facility management, staff travel and ensure IT operation related to Jhpiego Bangladesh office. With a direct report to the Head of Finance and Operations of Jhpiego Bangladesh Country program, the Administrative and IT Officer will be responsible to provide all relevant support of Administrative and IT functions as per Jhpiego policies, and programs for the Bangladesh Country Office. Details are as follows:
Job Responsibilities:
∎ ADMINISTRATIVE RESPONSIBILITIES:
∎ Office Management:
∎ Perform overall Office Maintenance work such as office equipment maintenance and servicing.
∎ Supervise support staff for office cleaning and logistic support.
∎ Maintain support staff leave, over time (if any) and attendance.
∎ Facility Management:
∎ Repair and maintenance of the property and office building premises.
∎ Prepare/renew of office Lease Agreement, disposal of old or unusual asset and equipment items, relocation/shifting of office equipment.
∎ Ensuring proper utility services, housekeeping and maintenance of electrical equipment such as switch boards, panels and others when needed.
∎ Ensure maintenance of office equipment as when required. Providing support for electrician for servicing electrical line maintenance, internet line connectivity, water line maintenance etc. and as required spare parts of office equipment arrangement.
∎ Logistics Management:
∎ As need basis office materials sending to different field office (Chandpur, Feni, Moulovibazar, B Baria, Cox's Bazar, Barishal, Jamalpur and as requested specific program area) with proper credit invoice process maintaining as per Jhpiego policy procedures.
∎ Monitoring proper dispatch of incoming and outgoing letters, courier packages
∎ Coordinates all logistical arrangement for staff and visitors when required
∎ Provide support in preparation to events, conferences, meetings, workshops and project visit missions etc.
∎ Develop, maintain and update office filing system (Hard Copy & Soft Copy).
∎ Travel Management:
∎ Support in Travel arrangement, arrange domestic and international air ticket purchasing and booking hotel accommodation.
∎ Maintaining proper mail communication for these purchasing and final Invoice submission to finance department as per Jhpiego Policy & Procedures.
∎ Ensuring visa processing of participants for international travel/workshop as required.
∎ As per request of staff local travel, arrange vehicle from a pre-selected vendor. Specific vehicle from rental services for the traveler and ensuring the usages mileages appropriately for final Invoice submission to Finance Department ccordingly.
∎ Maintain Liaison - Facilitate day-to-day communication for TAR approval information sharing with district teams and monthly invoice settlement against their Hotel Accommodation Invoices.
∎ IT RESPONSIBILITIES:
∎ Provide day to day IT support to Jhpiego BD team including distant users.
∎ Provide support to all Jhpiego Bangladesh employees with the installation, configuration, and troubleshooting of IT hardare and software.
∎ Managing router, printer, scanner, multimedia and any other IT equipment
∎ Provide IT support for any official's audio/video conference, workshop or training.
∎ Prepare technical specification of IT equipment.
∎ Communicate to regional and HQ IT team for the approval of IT equipment specification & any IT support needed from HQ.
∎ Analyse the IT equipment's performance & recommend for upgrade.
∎ Conduct regular maintenance of Jhpiego networks (ensure uninterrupted service of networks), computers, printers, and other IT equipment.
∎ Disposal of old or unused items with proper documentations.
∎ Maintain inventory of Jhpiego Bangladesh IT property, its movement, issuance, and recovery.
∎ Liaison with internet service provider for uninterrupted internet connectivity and bandwidth
∎ Liaison with the vendor regarding equipment warranty and services
∎ Provide administrative & technical support in JEMS to the Jhpiego staff.
Additional Requirements:
∎ At least 5 - 6 years' experience in Admin and IT support in any international development organizations, working experience in international non-governmental organization, USAID, other donor agency, or multinational company.
∎ Should possess administrative support knowledge and managing the people and capable to work under the supervision of experienced senior staff
∎ Supervisory experience highly preferable
∎ KNOWLEDGE, SKILLS, AND ABILITIES:
∎ Proficiency in written and spoken English
∎ Computer literate with particular skills in operating with relevant software, MS Excel, MS Word, and MS Outlook
∎ Excellent inter-personnel skills and ability to work in team environment
∎ Ability to undertake in-country travel as and when required
Salary:
∎ Grade 8 (Bangladesh)
Job Source: Bdjobs.com Online Job Posting.
Application Deadline: 21 Dec 2021
Company Information:
∎ 15 Dec 2021
∎ Jhpiego Bangladesh
Category: IT/Telecommunication
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