Coordinator-Admin and Fleet Management

Job Description

Title: Coordinator-Admin and Fleet Management

Company Name: World Vision Bangladesh Rohingya Crisis Response (WV BRCR)

Vacancy: 1

Job Location: Cox's Bazar (Cox's Bazar Sadar)

Employment Status: Contractual

Educational Requirements:
∎ Graduation on Business or Management discipline

Experience Requirements:
∎ At least 3 year(s)

Job Responsibilities:
∎ Ensure better management of BRCR Field Offices Administration, Facility Management, Guest Relations, Event Management and Fleet Management;
∎ Comply with various policies, standards, and procedures of WV’s such as field financial manual, Asset/Inventory policies, Supply Chain policy, Administration Policy, Security Policy, and Fleet Policy to ensure good financial accountability and stewardship;
∎ Comply with Donor’s regulations of administrative areas on grants management;
∎ Contribute fully to the development of administrative policies, procedures, sub strategy and annual operating plan;
∎ Support the BRCR field offices to ensure that administrative policies and procedures are properly implemented and adhered to.
∎ Coordinate any visits at BRCR field offices;
∎ Engage in Coordinating with Hotels for guests and logistical support that may be required in the BRCR field offices;
∎ Facilitate the organization of different organizational events (workshop, meeting, seminar, special days) and maintains technical and logistical elements as per need;
∎ Facilitate & coordinate general administrative services in BRCR field offices
∎ Support the Management in implementing administrative policies and procedures;
∎ Ensure that the BRCR field Administrative services are properly running and managed i.e. Front Office, Facilities Management, Fleet Management, Asset Management and Document archiving, telephone management, courier, postage, documentation & file Management plus store management;
∎ Plan and coordinate administrative procedures and systems and devise ways to streamline processes
∎ Recruit and train personnel and allocate responsibilities and office space in conjunction with Senior Manager, Safety, Admin, IT & Fleet
∎ Assess staff performance and provide coaching and guidance to ensure maximum efficiency
∎ Ensure the smooth and adequate flow of information within the organization to facilitate other business operations
∎ Manage schedules and deadlines
∎ Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
∎ Monitor costs and expenses to assist in budget preparation
∎ Oversee facilities services, maintenance activities and tradespersons.
∎ Organize and supervise other office activities (recycling, renovations, event planning etc.)
∎ Ensure operations adhere to policies and regulations
∎ Keep abreast with all organizational changes and business developments
∎ Plan, coordinate and manage all administrative procedures and systems
∎ Allocate responsibilities and office space
∎ Maintenance and update of staff information and mobile phone numbers.
∎ Ensure proper front desk services to all staff and vendors;
∎ Coordination and network with service providers and suppliers in collaboration with SCM;
∎ Ensures proper beautification, space allocation in the field region office;
∎ Ensures all agreement with required service providers for the field offices are in place.
∎ Directing and planning essential central services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling;
∎ Have routine checks to make sure the office utilities are functioning properly.
∎ Ensure there is proper File & record Management in the project field office;
∎ Ensure proper Filing Systems are maintained and are up to date;
∎ Design and Implement proper filing system;
∎ Ensure Confidentiality and Security of project data;
∎ Provide continuous support to project on archiving.
∎ Ensures archived documents are properly tracked;
∎ Ensures proper disposal of documents according to existing policies;
∎ Provides all support and assistance needed in Facility Management of Project Offices and WVB Owned property in the operations area;
∎ Performs facilities inspections and prepares reports;
∎ Ensure there is proper repair and maintenance schedules for the facilities both owned and rented;
∎ Ensure repair and maintenance of electrical fittings and fixtures including sanitary fittings/fixtures, furniture and equipment’s;
∎ Check that all office, toilets, kitchen are clean and well maintained;
∎ Coordinate with WVB respective departments for guest visits;
∎ Arrange accommodation, transports and logistics as per the guest’s schedule (including drop/pick-up from airport);
∎ Facilitate guests approved visit plans;
∎ Facilitate the organization of different events (workshop, meeting, seminar, special days);
∎ Being innovative in coming up with brilliant ideas of the events, agreeing on budgets with the respective stakeholders;
∎ Ensure there is proper update & verification of Fleet Assets;
∎ Ensure all the drivers are licensed, trained and fit for driving;
∎ Ensure that fleet assets are tagged and monitored, proper asset movements within the office and other location;
∎ Submit list of asset for replacement and auction on need basis (semiannual/annual);
∎ Manage asset and non-asset kept in storage (maintenance, permanent removal, relocation, auction, scrapped and replacement) as per policy;
∎ Maintain asset inventory, physical verification twice in a year;
∎ Identify obsolete assets and initiate for disposal of assets as per policy;
∎ Ensure field equipment is clean and are in good working order;
∎ Expedite assets disposal as WVB policy and Facilitate Sale of Assets in compliance with policy;
∎ Ensure there is proper Fleet Management in the project;
∎ Assist team for daily supervision of drivers and planning of different sectors transportation needs;
∎ Ensure proper management of emergency equipment, extinguishers and communication equipment in the vehicles and project;
∎ Follow up of rules and policies for fleet management including Government of Bangladesh traffic and transport rules and regulations;
∎ Submit detailed monthly reports to Field Office Coordinator regarding Fleet Management (these reports are consolidated based on the various diagnostic forms such as but not limited to: log sheet, fuel usage, KM usage, repair & maintenance (coordination with Fleet Maintenance and Repair Officer), overtime, relocation report (asset movement), etc.;
∎ Ensure proper management of Keys, Fleet documentation records are in place and properly stored (all offices where vehicles are kept and parked at all time). Example such as: blue book, insurance token, house copy, fitness, tax token, road permit and etc.;
∎ Ensure all yearly permits of whatever key documents of vehicles are renewed on timely basis and driver’s licenses are renewed.
∎ Field bill payment delivery to the suppliers and service providers is on time;
∎ Utility bills [Water, Electricity], Telephone bills, garbage, janitorial, GPRS/Internet, Field Office Rent are paid on time;
∎ General supplies processed and bills paid on time;
∎ Personal phone calls of Land/Mobile phones checked and informed to respective staff and advice finance for necessary deduction;
∎ All contractual obligations that reside within Administration are paid on time;
∎ Ensure fleet safety for the drivers and passengers;
∎ Ensure fleet movement in light of security rating.
∎ Be prepared to render support to the Safety & Security Team.

Additional Requirements:
∎ Understand administrative issues
∎ Ability to analysis problems and take next course of action
∎ WV systems such as Adm. Policies and other policies
∎ Management, Administration, Organizational, Interpersonal and Facilitation skills
∎ Proven experience as a team player
∎ Competent in the use of Microsoft Office computer programs
∎ Knowledge of Bangladesh Vendor and service provider market
∎ Minimum of 3 years of Managerial experience in administration field.
∎ Dealing with vendors and service providers at higher level

Salary: Negotiable

Compensation & Other Benefits:
∎ Mobile bill, Medical allowance, Weekly 2 holidays, Insurance
∎ Festival Bonus: 1

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 4 Mar 2022

Company Information:
∎ 28 Feb 2022
∎ World Vision Bangladesh Rohingya Crisis Response (WV BRCR)
∎ Address : Abedin Tower (2nd floor), 35 Kemal Ataturk Avenue, Banani, Dhaka - 1213, P.O. Box: 9071 Hotel Bay Marina, (1st Floor) Plot# 61, Block # B, PWD Residential Area, 4700 Cox's Bazar
∎ Web : http://www.wvi.org/bangladesh

Category: NGO/Development

: World Vision is committed to first do no harm to children or adult beneficiaries, to respect the rights of all beneficiaries, and to uphold the best interests of children as a primary consideration in all actions and decisions; accordingly all the recruits will go through specific checks and compliance procedures in accordance to its Child and Adult Safeguarding Policy. World Vision Bangladesh has zero tolerance towards incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with our work. World Vision Bangladesh as Child Safe Organization discourages anyone to apply with prior record of conviction related with child neglect, abuse and exploitation.Any personal persuasion will result in disqualification.Please don't send hard copy of CV.Only short-listed candidates will be called for interview.Females are highly encouraged to apply.*Photograph must be enclosed with the resume