Administrative Assistant (Barisal)

Job Description

Title: Administrative Assistant (Barisal)

Company Name: International Fertilizer Development Center (IFDC)

Vacancy: Not specific

Job Location: Barishal

Employment Status: Full-time

Educational Requirements:
∎ A minimum University undergraduate degree especially in HRM, Accounting, Business Administration, or related qualification. knowledge in Financial Management will be an add an advantage.

Experience Requirements:
∎ At least 2 year(s)

Job Context:
∎ Administrative Assistant(Barisal)-Feed the Future Bangladesh Climate Smart Agriculture Activity
∎ IFDC is an independent non-profit organization that combines innovative research, market systems development, and strategic partnerships to spread sustainable climate smart agricultural solutions for improved soil health, food security, and livelihoods around the world.
∎ IFDC is recognized by the Government of the People`s Republic of Bangladesh as an International Organization. IFDC established its Asia Divisional Office in Dhaka Bangladesh and enjoying diplomatic status under the same Government declaration.
∎ IFDC is recruiting for the above project in Bangladesh.
∎ The Feed the Future Bangladesh Climate Smart Agriculture Activity funded by United States Agency for International Development (USAID) will work in 21 Feed the Future Zone of Influence (ZOI) Districts targeting 900,000 farmers and 2,485 private sector enterprises including 10-20 big companies. The Activity purpose is to: facilitate farmers, firms, and public sector actors to increase the sustainable productivity and diversity of smallholder farmers through a more resilient and inclusive food and agriculture production system in Bangladesh. The goal is to sustainably improve food security and the nutritional status of the rural population, decrease the incidence and severity of poverty among the rural poor, and better adapt agriculture systems to meet the threats and challenges linked to climate change-related events, thus transforming farming systems through climate-smart agriculture (CSA). Mainstreaming women and inclusive development presents a significant opportunity. Meaningful participation of women is essential to purpose and goal achievement.
∎ The Activity will result in marked improvements in smallholder farmers` access to and use of high-quality CSA technologies and practices as well as CSA inputs, to improve productivity of target crops such as rice, pulses, legumes and vegetable and other suitable crops. More than 200 model CSA villages will be developed in the ZOI districts with a village farm area group seeking advice on how to set up and operate an agriculture cooperative to serve area farmers with CSA input supply and sale of harvested crops by linking farmer-members to buyers. These 200 villages will be advertised as model villages and gradually spread all over the country. Farmers` incomes will increase, bolstering food and nutrition security.
∎ The three intermediate results (IR) of the Activity are:
∎ IR 1: Increased availability of climate-resilient varieties of target crops through seed system strengthening.
∎ IR 2: Enhanced market delivery of climate-adapted innovations of agro-inputs, including seeds, practices, and climate information services.
∎ IR 3: Increased smallholder farmer application of climate-smart agriculture technologies and practices.
∎ IFDC is seeking to recruit a qualified individual to fill the position of Administrative Assistant for the above project, to be based in Barisal.
∎ Supervision and Team Collaboration
∎ The Administrative Assistant is supervised by and reports to the Admin and Operation Officer. He/She works in close collaboration with the related administrative and operational staff and other Project (activity?) colleagues. The Administrative Assistant will supervise the Drivers, Janitors, and other similar staff.
∎ Position and Duty Station
∎ This is a national position with duty in IFDC Barisal
∎ The position may require travel to field offices in Dhaka and Jashore.
∎ ID: 20121052
∎ Full-Time/ Regular

Job Responsibilities:
∎ Position Summary
∎ The overall purpose of this post is to support the Administrative and Operation officer in performing the related duties of Activity, especially the operations-related responsibilities. He/she will be responsible for operating and administrative activities to be specified by his/her supervisor and assisting with the financial aspects, coordination and procurement, equipment inventory, and proper storage of Activity equipment and assets.
∎ Duties and Responsibilities
∎ Organize events travel arrangements for staff and assist with event planning and implementation.
∎ Coordination of procurements by sourcing for price quotations, assisting in bid call openings/evaluations, and preparation of required documentation for procurement processes
∎ Maintain an up-to-date asset/ inventory register and movements.
∎ Perform physical count of inventory and monitors inventory levels and reconcile physical inventories with actual stock count and ensure all assets are tagged.
∎ Follow up with suppliers to schedule deliveries, resolve any problems on outstanding and overdue delivery of orders, and review supplier invoices and expense claims against procurement-related services before forwarding them for payment processing.
∎ Maintain an up-to-date filing system for all administrative, procurement, inventory of assets and supplies.
∎ Liaison with banks, tax authority offices, Embassies, Immigration offices, and other partners
∎ Withholding tax preparation
∎ Recording requests for Travel manually numbers
∎ Organizing external and internal meetings and workshops/ conferences and ensure run smoothly and effectively by managing invites and workshops/conference details, organizing workshops/conferences logistics, and preparing materials.
∎ Handling the invited guests' allowance and hotel venue payments at the workshop/training.
∎ Act as a liaison person for ICT service providers for the office.
∎ Recording purchases for the end of the month.
∎ Manage travel arrangements for local and international staff/guests visiting Bangladesh the hotel room & air flight booking, car rental, processing visa application and travel insurance and other necessary requirements of the traveling person.
∎ Petty cash management.
∎ Keep track of staff leave information and share same with HR and data recording desk.
∎ Processing staff travel Insurance, Medical Insurance with the Insurance company.
∎ Document scanning and photocopy support for the staff
∎ Any other duties to be assigned by the supervisor.

Additional Requirements:
∎ At least two years of experience in a similar position with an international organization, NGO, and renowned private sector organization
∎ Computer skills including MS Office and other related ones.
∎ Internet skills including the use of Outlook, group messaging, and information gathering.
∎ Numerical and literacy skills
∎ Well organization and planning skills.
∎ Ability to prioritize and manage assignments/tasks.
∎ Good verbal and written communication skills
∎ Problem-solving ability
∎ Teamwork-provide a team working environment to the colleague.
∎ Ability to work under minimal supervision, and attention to detail.
∎ Good communication skills
∎ Motivated and dynamic professional, willing to develop skills and grow professionally.
∎ Related previous experience with the IFDC or USAID-funded projects will be entertained as special qualifications.
∎ Ability to work independently under pressure and meet strict deadlines.
∎ Ability to work in a multidisciplinary and international environment.
∎ Strong interpersonal skills, and team working skills with the ability to maintain effective work relationships.
∎ Previous experience as similar responsibilities or any relevant experience.
∎ Excellent communication skills with the ability to express ideas clearly, logically, and effectively.
∎ Ability to assess priorities and work on own initiative.
∎ Great organizational skills and attention to detail in the operationalization of administrative tasks.
∎ Good communication and interpersonal skills.
∎ Strong sense of integrity and personal commitment to the achievement of goals.
∎ Good teamwork skills and ability to work in a multicultural environment.

Job Source: Online Job Posting.

Application Deadline: 15 Jun 2023

Company Information:
∎ 25 May 2023
∎ International Fertilizer Development Center (IFDC)

Category: NGO/Development



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