Job Description

Title: Administrative Assistant

Company Name: ACDI/VOCA

Vacancy: 1

Location: Bogura

Salary: Negotiable

Experience:
∎ At least 4 years
∎ The applicants should have experience in the following business area(s):NGO

Published: 27 Mar 2024

Education:
∎ At least Higher Secondary School Certificate education preferably a bachelor’s degree in management,

Requirements:

Additional Requirements:
∎ At least three years of proven experience in operational management, specifically in roles such as Administrative/Office Assistant, or equivalent positions, demonstrating hands-on expertise in administrative functions.
∎ Knowledge of office software (i.e. MS Word, Excel, PowerPoint, and Outlook), and the ability to adeptly use other pertinent technological tools, indicating strong technical skills and adaptability.
∎ Excellent interpersonal skills as necessary to work effectively with people on all levels both inside and outside the organization. Awareness, sensitivity, and understanding of cross-cultural issues particularly in representing a US-based agency.
∎ Attention to detail and accuracy in completing tasks, including data entry and record keeping.
∎ A flexible and adaptable approach, showing an openness to acquiring new skills and assuming additional duties as required.
∎ Preferable experience in working with international/national development agencies or other donor-funded initiatives, showcasing a background in global project support.
∎ Proficiency in both written and oral English communication, ensuring effective discourse and documentation
∎ At least three years of proven experience in operational management, specifically in roles such as Administrative/Office Assistant, or equivalent positions, demonstrating hands-on expertise in administrative functions.
∎ Knowledge of office software (i.e. MS Word, Excel, PowerPoint, and Outlook), and the ability to adeptly use other pertinent technological tools, indicating strong technical skills and adaptability.
∎ Excellent interpersonal skills as necessary to work effectively with people on all levels both inside and outside the organization. Awareness, sensitivity, and understanding of cross-cultural issues particularly in representing a US-based agency.
∎ Attention to detail and accuracy in completing tasks, including data entry and record keeping.
∎ A flexible and adaptable approach, showing an openness to acquiring new skills and assuming additional duties as required.
∎ Preferable experience in working with international/national development agencies or other donor-funded initiatives, showcasing a background in global project support.
∎ Proficiency in both written and oral English communication, ensuring effective discourse and documentation

Responsibilities & Context:
∎ Efficiently manage office logistics, including the upkeep of office equipment and assets.
∎ Ensure the prompt distribution of project supplies to the appropriate team members.
∎ Keep inventory lists up to date, accurately tracking office supplies and equipment.
∎ Maintain comprehensive office filing and storage systems for easy access and organization.
∎ Regularly update a database of vendors and businesses related to office support services.
∎ Provide administrative assistance to the Accounts and Admin Coordinator, aiding in logistical arrangements for various events such as meetings, training and workshops.
∎ Manage the dispatch and receipt of mail and packages, maintaining detailed records in a register.
∎ Protect sensitive information, exercising discretion and confidentiality.
∎ Offer general administrative support, including document photocopying, scanning, and filing.
∎ Address inquiries from both internal and external contacts with professionalism and courtesy.
∎ Work collaboratively with colleagues to foster a positive and productive workplace.
∎ Keep abreast of administrative best practices, tools, and technologies to improve efficiency.
∎ Safely maintain the office main door keys, ensuring proper opening and closing routines.
∎ Conduct thorough checks of all rooms to switch off electrical devices before leaving, if last to leave.
∎ Secure the office by ensuring doors are locked upon departure, if responsible for closing.
∎ Regularly inspect office equipment and electrical appliances, coordinating repairs as needed.
∎ Oversee the maintenance and repair of electrical/mechanical equipment, ensuring everything is in working order.
∎ Handle external errands, such as banking, quote collection, and small purchases within budgetary constraints.
∎ Facilitate the payment of utility bills through banking processes.
∎ Assist with the loading and unloading of materials as required.
∎ Undertake additional administrative tasks as delegated by supervisory staff.
∎ Project name: Bangladesh Climate Smart Livestock project
∎ Reports to: Accounting Manager
∎ The primary responsibilities of the Administrative Assistant include the comprehensive management of office logistics. This encompasses the maintenance of equipment and assets, as well as the supervision of the distribution processes for project supplies, thereby ensuring the seamless operation of project activities. The role is crucial for maintaining operational efficiency through the diligent updating of inventory records and the provision of support to the Accounts and Admin Coordinator, thus facilitating the smooth functioning of the BCSL project's logistical needs.
∎ ESSENTIAL DUTIES AND RESPONSIBILITIES:
∎ Efficiently manage office logistics, including the upkeep of office equipment and assets.
∎ Ensure the prompt distribution of project supplies to the appropriate team members.
∎ Keep inventory lists up to date, accurately tracking office supplies and equipment.
∎ Maintain comprehensive office filing and storage systems for easy access and organization.
∎ Regularly update a database of vendors and businesses related to office support services.
∎ Provide administrative assistance to the Accounts and Admin Coordinator, aiding in logistical arrangements for various events such as meetings, training and workshops.
∎ Manage the dispatch and receipt of mail and packages, maintaining detailed records in a register.
∎ Protect sensitive information, exercising discretion and confidentiality.
∎ Offer general administrative support, including document photocopying, scanning, and filing.
∎ Address inquiries from both internal and external contacts with professionalism and courtesy.
∎ Work collaboratively with colleagues to foster a positive and productive workplace.
∎ Keep abreast of administrative best practices, tools, and technologies to improve efficiency.
∎ Safely maintain the office main door keys, ensuring proper opening and closing routines.
∎ Conduct thorough checks of all rooms to switch off electrical devices before leaving, if last to leave.
∎ Secure the office by ensuring doors are locked upon departure, if responsible for closing.
∎ Regularly inspect office equipment and electrical appliances, coordinating repairs as needed.
∎ Oversee the maintenance and repair of electrical/mechanical equipment, ensuring everything is in working order.
∎ Handle external errands, such as banking, quote collection, and small purchases within budgetary constraints.
∎ Facilitate the payment of utility bills through banking processes.
∎ Assist with the loading and unloading of materials as required.
∎ Undertake additional administrative tasks as delegated by supervisory staff.
∎ Project name: Bangladesh Climate Smart Livestock project
∎ Reports to: Accounting Manager

Employment Status: Full Time

Job Location: Bogura

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Due to the high volume of applications, we are not able to respond to inquiries via phone. Only those candidates considered for an interview will be contacted. ACDI/VOCA is an equal opportunity employer. Women, minorities and people from diverse groups are encouraged to apply.