Job Description

Title: Administrative Officer

Company Name: International Federation of Red Cross and Red Crescent Societies.

Vacancy: 1

Job Location: Cox's Bazar

Employment Status: Full-time

Educational Requirements:
∎ University graduate degree in administration or management.
∎ Master's in business administration will get preference.

Experience Requirements:
∎ At least 3 year(s)

Job Context:
∎ Duration of the contract: 12 months, with possible extension.
∎ Based in: Cox`s Bazar
∎ Reporting to: Administrative & Finance Manager, IFRC PMO, Cox`s Bazar
∎ The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world`s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is "to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world." The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.
∎ The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.
∎ The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.
∎ The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.
∎ This position will be based in Cox`s Bazar to Ensure effective and efficient administration of the IFRC Bangladesh Population Movement Operation Office through standard administrative procedures.
∎ Job Purpose: The Administrative Officer under the immediate supervision of the Admin & Finance Manager is responsible for Ensuring effective and efficient administration of the IFRC Bangladesh Population Movement Operation Office through standard administrative procedures.

Job Responsibilities:
∎ Office Administration:
∎ Ensure an enabling working environment and well-maintained of the IFRC PMO office premises. Also oversees the maintenance and repair of all facilities including air conditioning system, lighting, electricity, water, plumbing and fumigation.
∎ Ensure hygiene practices at the office in line with office protocols and monitor cleanliness of office premises.
∎ Facilitate office space planning and make adjustments as per the requirement.
∎ Monitor office premises and report finance and admin manager for improvement, and renovation as needed.
∎ Travel and Accommodation Arrangement:
∎ Ensure delivery of welcome service packages for visitors, new delegates, and coordinate with security team for security briefings.
∎ Facilitate visa and Travel Request (IFRC & PNSs) in accordance with requirement. Ensure facilitation of airport transfers through fleet management.
∎ Reservation of all types of travel tickets including flight tickets, accommodation for national and international professionals including PNSs as per the protocol/security measures imposed by the IFRC security team.
∎ Ensure necessary arrangement of service apartment for the long-term delegates (including PNSs) as per IFRC PMO Housing Policy and procedure.
∎ Negotiate rentals of housing accommodation, office building and others as applicable; prepare lease contracts/agreement and keep tracking of expiration dates. Ensure renewal of lease contracts before it expires.
∎ Develop and maintain a tracking system for the hotel and flight booking and ensure all the payment have been done in accordance with this tracking sheet and make the reconciliation monthly basis with the statement which would be provided by the vendors/service providers.
∎ Office Procurement and Inventory:
∎ Monitor the stock level of office stationery and supplies and prepare requisitions to purchase to fill the gaps as needed.
∎ Process small scale purchases for trainings, visibility items, IT accessories, maintenance materials, office supplies etc as per IFRC procurement manual and maintain inventory records as well as movements of materials (stock in/out records).
∎ Ensure to prepare Good Received Note (GRN) for the items procured through administration unit and keep records of the same.
∎ Prepare the payment request for the services acquired through administration and ensure adequate supporting documents (e.g., GRN, Requisition, invoices, Travel Order, Payment checklist etc.) in compliance with IFRC policy/procedures for settlement of the payment.
∎ Support to the IFRC PMO logistics and procurement unit for establishing framework agreement related to the hotel accommodation, travel and ticketing service, stationaries, cleaning materials, fumigations, and other service contract.
∎ Identify the potential vendors; maintain proper records with specifying facility/services.
∎ Manage office inventory system and organize fixed assets tagging for the office equipment and furniture. Ensure that office inventory system is verified every six months and as per IFRC inventory policy.
∎ Conduct physical verification of office equipment, furniture and other assets, prepare the inventory report to be submitted to IFRC regional office as per the schedule.
∎ Ensure IT materials availability in close coordination with IT professional with stock piling as required.
∎ Event Management:
∎ Facilitate all types of reservation associating Training, meeting, Orientation, Workshop, seminar including other affordable facilities as per the approved requisition and align with approved budget.
∎ Facilitate all kind of logistics support related to the event.
∎ General Administration:
∎ Maintain the tracking system of all incoming and outgoing parcels and courier.
∎ Ensure the visitors register book is strictly maintained by the security guard.
∎ Ensure adequate support by office support team and regular counselling to improvement of performance and productivity.
∎ Establish the Reporting system in monthly basis.
∎ Any other tasks assigned by the supervisors/line manager.

Additional Requirements:
∎ Experience:
∎ Minimum 3 years of working experience in office and administration management including managing people and a proven ability to work with multi-cultural environments and partners.
∎ Experience of working with the Red Cross / Red Crescent movement is preferable.
∎ Knowledge and Skills:
∎ Depth knowledge of office management and general office administration.
∎ Knowledge of logistics requirements for managing events (Meetings, training, workshops, seminars etc.)
∎ Knowledge on procurement policy and procedures.
∎ Knowledge on Inventory Management (Fixed asset and stationary stock).
∎ Proven ability to set priorities, meet deadlines and multi-tasking with minimal supervision.
∎ Ability to maintain confidentiality on work-related matters.
∎ Ability to work independently and as a member of the team.
∎ Languages:
∎ Advanced knowledge of written and spoken English.
∎ Fluent in speaking and writing Bangla.

Salary: Negotiable

Compensation & Other Benefits:
∎ Festival Bonus
∎ Life & Medical Insurance
∎ Provident fund & Gratuity
∎ Medical reimbursement for staff and immediate family up to 70,000 BDT per annum.
∎ Transport Allowance
∎ Child Education Allowance
∎ Other benefits as per staff regulation

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 17 Sep 2023

Company Information:
∎ 3 Sep 2023
∎ International Federation of Red Cross and Red Crescent Societies.
∎ Business : The International Federation of Red Cross and Red Crescent Societies, (IFRC) is the world`s largest humanitarian organisation. The IFRC Country Office in Bangladesh has worked alongside the Bangladesh Red Crescent Society (BDRCS) for more than 30 years in humanitarian fields including disaster management, with a focus on the cyclone early warning and response programme in the coastal belt, and disaster preparedness and response during natural disasters.

Category: General Management/Admin

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