Administrative Assistant

Job Description

Title: Administrative Assistant

Company Name: Anando

Vacancy: Not specific

Job Location: Cox's Bazar

Employment Status: Full-time

Educational Requirements:
∎ University degree required, Bachelor level preferred in BBS or related subject

Job Context:
∎ Immediate superior
∎ Disciplinary - Project Coordinator
∎ Professional - Head of Project
∎ Project - WASH assistance for Rohingya Refugees and Host Communities in Teknaf, BGD
∎ Contract period - 01.05.2020 to 31.10.2021 (18 months)- Possibility of extension
∎ Proposed start date - 1st of May 2020
∎ Location - Cox`s Bazer
∎ The project aims to support the Rohingya Refugees and the Host Communities living in Teknaf Upazila and facilitating their access to improved sanitation facilities, personal hygiene and hand washing facilities. It is expected that the proposed interventions in the selected host communities would bring sustained behavioral change and reduction of health risks associated with water and sanitation related diseases. Through the project, Organization expects to reach extreme vulnerable groups and to provide them with direct assistance for identified WASH needs, by coordinating with and complementing the existing WATSAN/WASH programmes of the Government of Bangladesh, DPHE, UNICEF, UPs, BDRCS, UN agencies, international NGOs and local/national NGOs working, LGIs and Upazila administration in Cox`s Bazar.
∎ The Administrative Assistant will be overall responsible for manage of project Office, Teknaf, Cox` Bazar and its effective operation including ensure cleaning and hygienic office environment, Vehicle management, Inventory and documentation. The Administrative Assistant will be responsible to support the delivery of a timely and appropriate response to the current crisis that builds strong links to the existing programs in Bangladesh. The specific focus areas of responsibility will include: ensure cleaning and hygienic office environment, maintain petty cash, visitor follow up, Vehicle maintain, Stock maintain, making GRN, and Prepare of lease agreement, service contract, RRRC, CiC and FD-7 related documents and communication with different units/departments. Ensure that project implementation meets the global/organizational standards of emergency responses and donors` compliance aspects.

Job Responsibilities:
∎ Administrative Support:
∎ Assist to Maintain the record of vehicles, vehicles documents, use and ensure timely servicing and updating of vehicle documents.
∎ Assist to Maintain records of inventory according to asset classification of organization policies of Central Office & Regional Offices.
∎ Assist to Ensure timely preparation and submission of different reports to NGO Affairs Bureau and ensure timely approval of projects, fund clearance.
∎ Maintain and keep update the lease agreement/contract agreement etc documents of organization.
∎ Assist to Maintains records of all administrative & confidential documents of organization provides as and when required.
∎ Introduce/execute/support organization's administrative rules & procedures,
∎ Ensure logistics and materials as per program/admin requirements,
∎ Ensure mechanisms and direct support to staff for workable office environments,
∎ Prepare purchase request for office operation and expenditure tacking.
∎ Procurement:
∎ Assist to Ensure procurement of different project materials, office suppliers workshops suppliers, furniture & equipment related to Central Office or Regional Offices as per requirement.
∎ Ensure collect quotation/price offer from different suppliers as and when required and ensure completive market price and present it to next action.
∎ Assist to HR Management.
∎ Assist to Maintain & update regularly the personal files.
∎ Ensure that all the personal information & HR related documents are available in the respective staff's personal files.
∎ Assist to Timely reminder the respective supervisor for staff appraisal etc
∎ Ensure staff leave records are maintained properly and periodical leave information status is report prepared and circulated for all staff of organization.
∎ General Services:
∎ Ensure timely payment of all utilities bill (Electrical, Gas, Telephone/Cell phone & e-mail etc.)
∎ Ensure cleanness of organization premises and office building and security of human & materials recourses of organization.
∎ Assist to Ensure proper maintenance of organization properties and assets.
∎ Follow up visitor's movement with register
∎ Properly maintain stock with track materials in/out and reporting.

Additional Requirements:
∎ Language skill: English and Bangla
∎ 2-3 years of experience in development organization in the field of Administration/ accounts
∎ Good knowledge on computer (MS Word, Excel) and Bangla typing is essential.
∎ Dynamic individual with a demonstrated ability to achieve results in a demanding and difficult environment
∎ Practical, quick, reasoning skills; must be able to communicate with all parties of the project
∎ Should be a good team player
∎ Clear understanding of about specific tasks
∎ Able to work any diverse situation and willingness to frequently travel in different GO/NGO offices
∎ Good computer skill is an additional qualification
∎ Willing to travel in remote areas
∎ Willingness to be based in the field.
∎ Commitment to working with Humanitarian organization.
∎ previous work experience in refugee camps
∎ previous work experience in emergency settings

Salary:
∎ Gross salary- Taka upto 54,000.00 Per Month

Application Deadline: April 5, 2020

Company Information:
∎ Anando
∎ Address : 13A/ 4A, Babar Road, Block-B (1st Floor) Mohammadpur, Dhaka-1207.
∎ Web : www.anando-bd.org

Category: NGO/Development