Administrative Assistant (Roving), FSN – 06
Job Description
Title: Administrative Assistant (Roving), FSN – 06
Company Name: USAID Bangladesh
Vacancy: Not specific
Job Location: Anywhere in Bangladesh
Employment Status: Full-time
Educational Requirements:
∎ SSC
∎ Minimum of three years of secretarial or clerical experience is required
Experience Requirements:
∎ At least 3 year(s)
∎ The applicants should have experience in the following area(s):
General Administration
Job Responsibilities:
∎ Secretarial, Administrative, and Clerical Support
∎ a. Using automated data processing equipment and software, types, prints, and reproduces correspondence. Establishes and maintains files for correspondence, memos and emails; according to USAID procedures and standards. Takes the initiative to act on routine matters.
∎ b. Manages the correspondence control system. Receives, screens, and ensures correct distribution of mail, attaching relevant background material. Reviews outgoing correspondence/files for proper address, routing and attachments prior to transmission. Records, tracks and properly distributes incoming and outgoing correspondence. Reviews and takes appropriate action on documents in the in and out boxes. Maintains files and records, with input from EXO/C&R; maintains time and attendance report.
∎ c. Researches, collects, reviews and interprets information, both general and technical, required to draft non-technical correspondence. Searches files and records to assemble background information for needed reports.
∎ d. Receives and places telephone calls, takes and leaves message; answers questions or directs callers to other staff members; sets up meetings and schedules appointments; receives and assists visitors.
∎ e. Maintains Leave Plan of all members of the team they are supporting. Prepares Time and Attendance sheets and serves as a timekeeper for staff.
∎ f. As required by workload, may be assigned as a second Secretary or Assistant, assisting regular Admins Assistants in the performance of their official duties.
∎ General Services, Logistics and Coordination
∎
∎ g. Assists with the coordinating and the logistical set up of meetings, field trips, retreats, off-site training, seminar and workshops including meeting room, meals, travel and hotel arrangements. Arranges appointments, meetings, and conferences as requested, to include scheduling conference rooms and notifying participants.
∎ h. Assists with various department specific administrative functions such as assistance in the preparation of travel requests, transportation requests, purchase requests and completion of different forms and reports. Keeps on hand a supply of commonly used Mission forms as well as key documents.
∎ i. Prepares USAID specific software requisitions for Mission functions. Performs as a requester for USAID's procurement system.
∎ j. Prepare requisitions for office supplies, repairs on office equipment, printing services and maintenance request for residences. Maintains stock levels of all standard office supplies and reorders as required.
∎ k. Serves as a travel coordinator and prepares domestic/international travel authorization in E2 travel management system for any assigned office staff and visiting officials; Arranges appropriate modes of travel, such as flights and rental cars, as well as making reservations for lodging, and prepares vouchers in E2.
∎ l. The Floating AA maintains contact with counterparts in the US Embassy and submits MyService requests as needed.
∎ m. Provides logistic support and acts as point of contact for visiting Temporary Duty (TDY) personnel as delegated by the assigned office director.
Additional Requirements:
∎ Must have good working knowledge of administrative and filing procedures. A basic knowledge of “best practices” in administration and logistics is required. The AA must have a good understanding of general document preparation, and be able to quickly develop, a familiarity with USAID activities and programs, as well as a general knowledge of office procedures and practices. The AA must have a good working knowledge of file management, mail handling, and correspondence formatting
Salary: Tk. 78909 - 136599 (Monthly)
Compensation & Other Benefits:
∎ T/A, Mobile bill, Tour allowance, Medical allowance, Provident fund, Weekly 2 holidays, Insurance, Gratuity
∎ Festival Bonus: 2
Job Source: Bdjobs.com Online Job Posting.
Application Deadline: 27 Dec 2021
Company Information:
∎ 6 Dec 2021
∎ USAID Bangladesh
∎ Address : US Embassy, Baridhara, Dhaka
∎ Web : www.usaid.gov/bd
∎ Business : The largest US agency in the US Embassy, Dhaka, Bangladesh.
Category: NGO/Development
:
Deadline Expired on 27th Dec 2021
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