Administrative Officer

Job Description

Title: Administrative Officer

Company Name: Catholic Relief Services (CRS)

Vacancy: Not specific

Job Location: Dhaka

Employment Status: Full-time

Educational Requirements:
∎ Bachelor's degree in Business Administration, or related field. Master's degree preferred;

Experience Requirements:
∎ At least 5 year(s)

Job Context:
∎ Reports To: Operations Manager, CRS Bangladesh
∎ Country/Location: Bangladesh/Dhaka
∎ Terms of Reference Summary:
∎ As an Administrative Officer you will coordinate the provision of responsive, effective, and efficient administrative services in support of the Catholic Relief Services` (CRS) mission to serve the poor and vulnerable. You will ensure stewardship of resources, help ensure principled compliance, proactively identify risk issues, and under supervision lead operational improvements. Your support will ensure effectiveness of our programming and to the people we serve through the application of the principles of stewardship, integrity, transparency, and accountability.
∎ Key Working Relationships:
∎
∎ Supervisory: Office Aide, Driver, Security Guard
∎ Internal: Finance Officer, Program and Operation team
∎ External: Service Providers and vendors, partners, bank, auditors.

Job Responsibilities:
∎ Coordinate and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions;
∎ Help ensure administrative systems, processes, and policies are in line with agency standards and donor and local law regulations;
∎ Engage with relevant external stakeholders (government officials, landlords, service providers, etc.) on assigned administrative matters and help ensure required authorizations and documents are up-to-date;
∎ Coordinate the efficient use of CP assets and rented facilities. Help ensure fully compliant procurement of office materials and asset management systems;
∎ Help identify safety issues and ensuring a safe and sound work environment;
∎ Coordinate the provision of travel and logistics support and services to staff and visitors. Coordinate event planning activities, including delegation visits, trainings and workshops;
∎ Coordinate fully compliant procurement systems and operating procedures. Assess effectiveness and efficiency and recommend improvements. Contribute to ensuring compliance with CRS procurement principles, standards, and policies, donor regulations, and local statutory requirements;
∎ Prepare transactional documents in support of general operations processes and support coordination of transaction processing (e.g. payment requests, travel authorizations, travel advances, visas, petty cash etc.);
∎ Coordinate and support Inventory Management, Visitors' Tracker sheet, Contracts registers, Staffs' movement register and all other processes required to ensure effectiveness and efficiency.
∎ Coordinate Guest house management in both Dhaka and Cox Bazar, including safety and security measures in the guest houses, both in Dhaka and Cox Bazar.
∎ Support International Staffs' housing contracts, safety and security, in both Dhaka and Cox Bazar.
∎ Coordinate efficient fleet management including vehicle mobility, service and maintenance, vehicle safety and security etc. in coordination with Operation Manager (Dhaka) and Emergency Coordinator in Cox's Bazar;
∎ Emergency Response:
∎ If CRS supports any disaster response, consultants may be called upon to support emergency operations. Willingness and flexibility to perform tasks other than described in this Scope of Work and work longer hours than normal as necessary to complete critical tasks is required.

Additional Requirements:
∎ Minimum of 5 years work experience in administrative management functions, with increasing responsibility. Experience with a local or international NGO a plus;
∎ Experience and proficient skills in MS Windows and MS Office packages (Excel, Word, PowerPoint) and information management systems.
∎ Personal Skills:
∎ Good planning, organizational and time management skills
∎ Strong customer service orientation with very good communication and interpersonal skills
∎ Ethical conduct and ability to maintain confidentiality
∎ Proactive, resourceful, solutions-oriented and results-oriented.
∎ Demonstrate Stewardship, Transparency and Accountability
∎ Required Language: Proficiency in Bangla
∎ Desired Foreign Language: English
∎ Travel Required (include percentage of required travel, if applicable): 40% travel will be needed. The Administrative Officer will be required to travel to Cox's Bazar, Monpura, Barisal, Dinajpur and Chittagong Hill Tract areas at a minimum, other areas may be added as needed. Travel in these areas can be physically demanding.

Application Deadline: October 3, 2019

Company Information:
∎ Catholic Relief Services (CRS)

Category: NGO/Development