Job Description

Title: Assistant Manager/Manager, Administration

Company Name: Friendship

Vacancy: --

Location: Anywhere in Bangladesh

Minimum Salary: Negotiable

Published: 8 Dec 2024

Responsibilities & Context:
∎ To provide & coordinate effective and efficient administrative support to Friendship, as per Organizational Policies and procedures.
∎ Administrative Managementn.
∎ Facility Operations Managementn.
∎ Reporting and Documentation.
∎ Security Management.
∎ Other Duties.
∎ Oversee and manage the administrative operations of the health facility, ensuring efficiency and compliance with relevant laws and regulations.
∎ Coordinate the scheduling and management of administrative functions, including meetings, communications, and correspondence.
∎ Supervise administrative staff, including office assistants and clerks, and ensure proper training, performance, and workload management.
∎ Maintain accurate records of employee attendance, leave, and performance.
∎ Manage the day-to-day operations of the facility, ensuring smooth, efficient, and safe functioning across all departments.
∎ Monitor and maintain facility resources, equipment, and supplies, ensuring availability and functionality.
∎ Oversee the maintenance and repair of the building and equipment, coordinating with external vendors and service providers as needed.
∎ Ensure the facility’s physical environment complies with safety, cleanliness, and infection control standards.
∎ Maintenance of hospital generators.
∎ Coordinate with external vendors, contractors, and suppliers to ensure services meet the facility’s operational needs.
∎ Monitor compliance with occupational health and safety regulations and manage emergency preparedness plans.
∎ Support the purchasing and procurement process, ensuring cost-effective purchasing of materials, supplies, and services.
∎ Conduct assessments of security needs of offices including natural threats, staff safety, local law and order.
∎ Ensure safety and security of organization assets and staff.
∎ Share findings with Project staff and reporting manager.
∎ Maintain a good professional relationship with law enforcement agencies.
∎ Investigate issues by visiting or in coordination with project or as advised.
∎ Receive notification of natural and manmade disasters (including fires) in Friendship working areas. Inform supervisor and senior management of immediate action plan and assembling emergency team.
∎ Prepare narrative and expense report on emergency support provided and submit to immediate supervisor.
∎ Any other task assigned by the supervisor.
∎ Generate and review reports on facility operations, administrative functions, compliance, and budgets.
∎ Provide recommendations for improvements based on operational data analysis.
∎ Track admin expenses, analyze financial data, and prepare regular reports for management review.
∎ Ensure proper filing and organization of administrative records, reports, and documents as per regulatory and organizational requirements.
∎ Perform other duties as assigned by senior management.
∎ Master degree or Graduate in relevant field.
∎ At least 5 years working experience in development field, preference will be given who have at least 3 years managerial position in administration in any I/NGO.
∎ English and Bangla report writing.
∎ Excellent computer skills.
∎ Strong interpersonal skills.
∎ Responsible for:
∎ To provide & coordinate effective and efficient administrative support to Friendship, as per Organizational Policies and procedures.
∎ Key Responsibilities:
∎ Administrative Managementn.
∎ Facility Operations Managementn.
∎ Reporting and Documentation.
∎ Security Management.
∎ Other Duties.
∎ Activities:
∎ Administrative Management:
∎ Oversee and manage the administrative operations of the health facility, ensuring efficiency and compliance with relevant laws and regulations.
∎ Coordinate the scheduling and management of administrative functions, including meetings, communications, and correspondence.
∎ Supervise administrative staff, including office assistants and clerks, and ensure proper training, performance, and workload management.
∎ Maintain accurate records of employee attendance, leave, and performance.
∎ Facility Operations Management:
∎ Manage the day-to-day operations of the facility, ensuring smooth, efficient, and safe functioning across all departments.
∎ Monitor and maintain facility resources, equipment, and supplies, ensuring availability and functionality.
∎ Oversee the maintenance and repair of the building and equipment, coordinating with external vendors and service providers as needed.
∎ Ensure the facility’s physical environment complies with safety, cleanliness, and infection control standards.
∎ Maintenance of hospital generators.
∎ Coordinate with external vendors, contractors, and suppliers to ensure services meet the facility’s operational needs.
∎ Monitor compliance with occupational health and safety regulations and manage emergency preparedness plans.
∎ Support the purchasing and procurement process, ensuring cost-effective purchasing of materials, supplies, and services.
∎ Security Assessment:
∎ Conduct assessments of security needs of offices including natural threats, staff safety, local law and order.
∎ Ensure safety and security of organization assets and staff.
∎ Share findings with Project staff and reporting manager.
∎ Maintain a good professional relationship with law enforcement agencies.
∎ Investigate issues by visiting or in coordination with project or as advised.
∎ Emergency Support:
∎ Receive notification of natural and manmade disasters (including fires) in Friendship working areas. Inform supervisor and senior management of immediate action plan and assembling emergency team.
∎ Prepare narrative and expense report on emergency support provided and submit to immediate supervisor.
∎ Any other task assigned by the supervisor.
∎ Reporting and Documentation:
∎ Generate and review reports on facility operations, administrative functions, compliance, and budgets.
∎ Provide recommendations for improvements based on operational data analysis.
∎ Track admin expenses, analyze financial data, and prepare regular reports for management review.
∎ Ensure proper filing and organization of administrative records, reports, and documents as per regulatory and organizational requirements.
∎ Other Duties:
∎ Perform other duties as assigned by senior management.
∎ Skill and Competencies:
∎ Educational Requirements:
∎ Master degree or Graduate in relevant field.
∎ Job Requirements:
∎ At least 5 years working experience in development field, preference will be given who have at least 3 years managerial position in administration in any I/NGO.
∎ English and Bangla report writing.
∎ Excellent computer skills.
∎ Strong interpersonal skills.
∎ Read Before Apply
∎ “FRIENDSHIP is committed to safeguarding children, young people, and adults, and employees, Donors, visiting Doctors, visiting Journalists, visitors, beneficiaries including communities where we work and volunteers/interns. We believe every stakeholder and every member of the communities we work with, has the right to be protected from all forms of harm, abuse, neglect, harassment, and exploitation - regardless of age, race, religion, and gender, status as an individual with a disability or ethnic origin. Therefore, our recruitment policy and procedure fully include background checks and disclosure of criminal records in order to ensure safeguarding.  FRIENDSHIP is an equal opportunity employer and will do everything possible to ensure that those who are suitable to work within our values and beliefs are recruited to work for us. Any personal persuasion will result in a disqualification of candidature”.
∎ Photograph must be enclosed with the resume.

Employment Status: Contractual

Job Location: Anywhere in Bangladesh

Company Information:
∎ Friendship
∎ K-14/2A, Baridhara North Road (Kalachadpur), Dhaka - 1212, Bangladesh
∎ https://friendship.ngo/

Address::
∎ K-14/2A, Baridhara North Road (Kalachadpur), Dhaka - 1212, Bangladesh
∎ https://friendship.ngo/

Read Before Apply: Please apply only who are fulfilling all the requirements of this job

Application Deadline: 14 Dec 2024

Category: NGO/Development