Administrative Assistant

Job Description

Title: Administrative Assistant

Company Name: Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

Vacancy: 1

Age: Na

Job Location: Dhaka

Salary: --

Experience:

• At least 2 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor of Social Science (BSS)
• Bachelor of Social Science (BSS) in Development Studies
• Bachelor of Business Administration (BBA)

• Bachelor`s degree in Social Sciences, Development Studies, Public Administration, Business Administration, or a closely related field.

• At least 2 years
• The applicants should have experience in the following business area(s): NGO

Professional experience

• Minimum 2 years of relevant professional experience in project support, administrative tasks, or coordination roles.

• Prior experience in international development, NGO, or donor-funded projects will be highly valued.

Other knowledge, additional competences

• Proficiency in Microsoft Office Suite, hands-on experience with digital data systems, and familiarity with various communication tools and modern IT systems.

• Adept at managing multiple tasks under tight deadlines with excellent time management.

• Flexible and adaptable to changing priorities in a dynamic work environment.

• Ability to work well under pressure and must be a strong team player.

• Must have good interpersonal and communication skills both oral and written.

• The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federal enterprise with worldwide operations. GIZ supports the German Government in the field of international cooperation for sustainable development. GIZ has been working as a development partner of Bangladesh since 1972 under bilateral agreement. Currently, we are working in the areas of renewable energy, adaptation to climate change, private sector development and technical education, biodiversity, as well as good governance and displacement.
• GIZ Bangladesh is currently seeking applications for the position of “Administrative Assistant” from candidates for GIZ Office Dhaka.
• Contract Duration: 1 year (with possibility of extension)
• Band: 02

A. Responsibilities

• Assist with facility management and office management-related issues
• Support to Expatriate Services issuing letters of announcement, invitation, certification, visa transfer & extension, passbook, etc.
• Support to Event Management Plan the event from start to finish according to requirements and objectives.
• Responsible for reception coordination, handling inbound/ outbound calls, scheduling meetings, appointments, and conferences with the stakeholder/visitor, and following emergency procedures.
• Contribute further to developing the Logistics Unit
• The position holder is responsible for the following tasks:

B. Tasks

Expatriate Support Services:

• Assistance with expatriate-related matters, including issuing announcement letters.
• Support for invitations, certifications, and related documentation
• Support with visa transfers, extensions, and passbook management
• Provide support for the incoming mission of local logistics, including travel arrangements, accommodation, local transportation etc.

Facility Management:

• Responsible for reception coordination, including professionally managing incoming calls and routing them to the appropriate departments or individuals, scheduling meetings, appointments, and conference rooms, monitoring access to the premises to ensure visitor compliance with security protocols and adhering to established emergency procedures during critical situations such as fire drills or medical emergencies.
• Support the making of the proximity card and registry into the system and hands it over to the person concerned
• Support to and takes responsibility for the delivery and collection of documents/parcels from and to post offices, government bodies, embassies, etc.

Telecommunication Management:

• Support to ensuring efficient telecommunication management, including the issuance of mobile devices, SIM cards, modems, Flexi Load services, international roaming, and local facilities, as well as support for landline phones (BTCL) and IP phones (BDCOM).

Store Management:

• Responsible for maintaining records and withdrawals of stock, ensuring accurate record-keeping, and managing all documentation to verify proper stock levels and uphold inventory control standards.

Vehicle Management:

• Support to vehicle maintenance, supervising repairs, and checking the logbook daily.
• Calculate fuel consumption and assist with utility payments.
• Maintaining office and project vehicles and vehicles regulatory affairs such as vehicle registration, fitness, tax token, insurance (1st party & 3rd party), etc.
• Organizing outsourced casual drivers from the driver pool as required by the office and ensuring driving hours and bill payment accordingly
• Arranging vehicles from the rental houses for office use and ensuring the usages mileages appropriately

Other Duties/ Additional Tasks:

• Support for the Management office
• Support in inventory management
• Maintaining office and projects vehicle and vehicle regulatory affairs such as vehicle registration, Fitness, Tax-Token, Insurance (1st Party & 3rd Party) etc.