Administrative & Office Manager

Job Description

Title: Administrative & Office Manager

Company Name: Nirapon

Vacancy: 1

Age: 20 to 60 years

Job Location: Dhaka

Salary: Tk. 90000 - 120000 (Monthly)

Experience:

• 3 to 5 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor/Honors

• 3 to 5 years
• The applicants should have experience in the following business area(s): NGO

• Age 20 to 60 years

About Nirapon 

Nirapon is an industry-led nonprofit organization that brings together its members – brands, retailers, and supply chain partners – to help create and self-sustain a culture of safety across Bangladesh’s factories. 

Visit www.nirapon.org for more information. 

About the Role 

The Administrative & Office Manager will act as the central coordination and administrative anchor for Nirapon office, allowing leadership and teams to focus on strategic, safety, communications and program priorities. 

Alongside routine office administration, the organization requires the incumbent to provide structured coordination with but not limited to ‘Key Responsibilities’ listed below.  

The incumbent will report to the Manager of Safety Management System for day-to-day task assignments. Given the position’s direct support to leadership and executive coordination, the role also maintains a functional reporting line to the CEO. Reporting structures are subject to organizational requirements and may change. 

Key Responsibilities 

Office & Facilities Management 

• Day-to-day management of office operations 

• Liaison with building management to ensure smooth facilities support 

• Coordination with vendors for utilities, maintenance, cleaning, and IT support 

• Maintaining office supplies, assets, and administrative records 

• Ensuring consistent office practices and workplace discipline 

Bills, Documentation & Administrative Control 

• Maintaining office bills (utilities, rent, services) and supporting documentation 

• Coordinating bill verification and submission in line with internal processes 

• Supporting basic administrative record-keeping for office-related expenses 

Liaison with external service providers 

• Acting as the day-to-day liaison between Nirapon and HR service provider firm 

• Coordinating with other service providers and external partners 

• Monitoring service quality and escalating issues where required 

Banking and Finance 

• Supporting bank-related administrative work as required (documentation, coordination, follow-ups) with relevant service providers. 

• Preparing online bank transfers for review and approval and ensuring external timely payments. 

• Acting as a point of contact for routine official and administrative bank communications 

• Managing and maintaining petty cash records and ensuring regular updates of petty cash information 

• Coordinating staff expenses claims, reconciliation and facilitating approvals 

Travel, Transport & Logistics Support 

• Coordinating cars for factory visits, meetings, and leadership travel 

• Arranging flight and hotel bookings for leadership and visiting delegates 

• Supporting visa-related logistics where applicable 

• Managing travel schedules, confirmations, and coordination 

• Providing necessary onboarding support to new staff and board members 

Leadership & Delegate Support 

• Logistical support for leadership travel (local and international) 

• Support the CEO’s calendar and coordinate everything during their travel 

• Receiving delegates from the airport and coordinating transport 

• Scheduling and arranging external meetings 

• Supporting meetings through making notes, minutes and recording decisions 

• Coordinating meeting logistics, hospitality, and follow-up support 

Administrative & Communication Coordination 

• Acting as a central coordination point between office staff, leadership, and external stakeholders 

• Supporting scheduling of external meetings and engagements 

• Ensuring smooth information flow for all office-related logistics 

Additional Operational Responsibilities 

• Coordinating local purchasing of office-related materials, supplies, and operational items 

• Supervising office support staff and ensuring proper cleaning, maintenance, and office upkeep 

• Leave Management, attendance coordination, and maintaining general workplace discipline 

• Maintaining quotation collection records and supporting comparative review processes for procurement activities 

• Developing and maintaining professional relationships with local vendors and identifying new vendors based on organizational requirements 

• Maintaining proper administrative books, records, and supporting documentation related to office administration and procurement activities 

• Providing support related to Insurance provider 

• Supporting office events, gatherings and activities 

• Providing additional operational and administrative support as required based on organizational and office needs 

What We’re Looking For 

• Bachelor’s degree in any discipline from a recognized university (Business Administration, Accounting, Management, or Commerce related education background is preferable) 

• 3 to 5 years of experience in office administration, office management, or a similar coordination role (experience working in an international working environment is preferable) 

• Strong coordination and communications skills 

• Fluent in English (Reading, Listening, Writing, Speaking) 

• Ability to liaise professionally with vendors, banks, HR firms, and external stakeholders 

• Proficiency in basic administrative and record-keeping manual and digital tools 

• Willingness to learn new tools or procedures and upskill as required. 

• Basic knowledge about Bangladesh’s industrial safety landscape. 

Work Arrangement 

The role is based in Bangladesh.  

The standard working hours for this position are 40 hours per week, from Sunday to Thursday, with holidays observed in accordance with the official calendar issued by the Government of Bangladesh. 

As Nirapon is a US-based organization operating across multiple time zones, this role may periodically require availability outside standard local working hours to attend meetings, calls, or provide work-related support aligned with the organization’s US operations. By applying to this position, the incumbent acknowledges that upon selection, such after-hours engagement may reasonably be required from time to time and agrees to remain flexible to accommodate such requests, in coordination and prior discussion with their line manager. This expectation is disclosed as an inherent part of the role at the time of hiring and forms part of the terms of employment. 

How to Apply 

Interested candidates may send a cover letter (no more than 2000 characters with space) and a CV or Resume to info@nirapon.org 

Email Subject line: [Your Name] – Application for Administrative and Office Manager 

Upon selection, the incumbent will be eligible for standard organizational benefits, including, and subject to change as per the organization’s policy during employment:  

Health Insurance 

Annual Leave: 18 days per year (up to 9 unused days eligible for encashment) 

Casual Leave: 10 days per year  

Sick Leave: 14 days per year  

Financial & Retirement: Provident Fund, Gratuity (subject to approval), and Festival Bonuses (Eid)  

Allowances: Mobile bill reimbursement and other standard benefits