Administrative Assistant (Secretary to Country Director)

Job Description

Title: Administrative Assistant (Secretary to Country Director)

Company Name: Qatar Charity

Vacancy: 1

Age: Na

Job Location: Dhaka

Salary: --

Experience:

• At least 3 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor of Business Administration (BBA) in Management
• Bachelor of Arts (BA) in English

• Bachelor’s degree in business administration, Management, English , or a related field is required.

• A master’s degree or a diploma in administrative support will be value addition.

• At least 3 years
• The applicants should have experience in the following business area(s): NGO

• At least 3 years of proven experience in administrative role, preferably within an international NGO or development / Humanitarian organization.

Core Skills and Abilities:

• Excellent written and verbal communication skills in English and Bangla.

• Strong organizational and time management skills with attention to detail.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Ability to handle confidential information with discretion and professionalism.

• Skilled in drafting official letters, reports, and meeting minutes.

• Capable of multitasking and working under pressure in a fast-paced environment.

• Efficiency in using AI tools (e.g., for document drafting, scheduling, data organization) to enhance productivity and streamline administrative tasks.

• Strong interpersonal skills and the ability to coordinate with diverse teams and stakeholders.

Language Requirements

• Arabic: Mandatory

• English: Mandatory

• Bengali: Mandatory

Preferred Skills:

• Familiarity with ERP or document management systems

• Understanding of organizational policies and internal workflows

• Knowledge of procurement and inventory tracking process

General Job Objective

To provide high-level administrative and organizational support to the Country Director by managing schedules, coordinating communications, preparing official documents, and ensuring smooth day-to-day operations of the executive office. The role aims to enhance the efficiency and effectiveness of the Country Director’s responsibilities through proactive assistance and professional discretion. Additionally, the position will extend support to the broader administration team as needed to ensure seamless office operations.

Reporting to : Country Director

Department : Support Affairs

Key Responsibilities:

Executive & Office Support

• Manage the Country Director’s calendar, appointments, and travel arrangements.

• Prepare and arrange meetings, interviews, and workshops, including drafting agendas and taking minutes.

• Draft official letters, administrative decisions, and internal communications.

• Maintain confidentiality of sensitive information and documents.

Document & Records Management

• Organize, store, and archive files and documents for easy access and retrieval.

• Receive, log, and distribute incoming and outgoing correspondence to relevant staff.

• Maintain accurate records of communications and decisions.

Administrative Coordination

• Perform clerical and office services that contribute to workflow efficiency.

• Submit and follow up on work-related requisitions and administrative procedures.

• Notify the supervisor of any issues related to office fixed assets.

• Coordinate with all administrative units regarding correspondence and operational matters.

Reporting & Compliance

• Submit periodic and non-periodic reports to the Country Director or designated supervisor.

• Assist in compiling performance evaluation reports and integrating them into the annual performance report.

• Follow up with internal and external entities to ensure smooth workflow and compliance with procedures.

Team Collaboration & Support

• Provide support to the administration team during peak periods or staff absences.

• Carry out any other duties assigned by the Country Director or office manager within the scope of the position and expertise