Coordinator - Administration
Job Description
Title: Coordinator - Administration
Company Name: ActionAid Bangladesh
Vacancy: 1
Job Location: Dhaka
Employment Status: Full-time
Educational Requirements:
∎ Postgraduation in relevant subject areas;
Experience Requirements:
∎ At least 5 year(s)
Job Context:
∎ Types of contract : Regular (Open ended)
∎ Position Summary:
∎ ActionAid Bangladesh is looking for a perceptive, creative Coordinator for Administration department who will lead the administrative functions of ActionAid Bangladesh. The Coordinator - Administration will develop, review, and improve policies, systems, and procedures, and smooth and efficient office operation. S/he will also assist in ensuring all necessary safety and security measures are taken and functioning.
∎
∎ The incumbent will reportable to the Deputy Director - HROD & ICT. To succeed as a Coordinator - Administration, s/he must be focused on developing their admin staff capacity and streamlining office operations to maximize quality and efficiency. The incumbent should be analytical, knowledgeable, and organized with a proactive attitude and strong leadership skill.
Job Responsibilities:
∎ Planning & Coordination of Administrative procedure, system and policy:
∎ Take lead to prepare annual plans and budget and follow-up the plan activities;
∎ Uphold the Administration Policy, Procurement Policy and Finance Policy;
∎ Take lead to update and amend the Administration Policy as and when required;
∎ Ensure organiation values and principles while providing administrative support to the staff and working with the external stakeholders;
∎ Maintaining of Offices & Supervising day to day activities of Administrative Functions:
∎ Supervise to ensure all equipment, fittings and fixtures are properly functioning and are not creating hazardous situation;
∎ Supervise to ensure the proper cleanliness and upkeeping of the office premises;
∎ Supervise and monitor standard Front Desk services;
∎ Ensure proper repair and maintenance work and maintain the follow-up calendar;
∎ Maintaining Relationship with internal and external stakeholders:
∎ Maintain relationship with vendors;
∎ Maintain contacts with local authorities including DESA, DESCO, WASA, City Corporation, Police Station and others;
∎ Maintain liaison with NGO Affairs Bureau, NSI, Passport and Immigration Office to ensure inbound and outbound international travel;
∎ Maintain relationship with Insurance Company to make sure all relevant assets are properly and timely ensured;
∎ Maintain relationship with security guards' providers;
∎ Ensuring Safety and Security:
∎ As a member of Security Focal Team (SFT) the incumbent will follow the safety and security protocol, policy of ActionAid International and ActionAid Bangladesh;
∎ Maintain relationship with the law and enforcement agencies and other Government and Non-Government agencies to ensure safety and security of staff, assets and reputation of ActionAid Bangladesh;
∎ Ensure that the office complies with Safety and Security Guidelines and ensure that tasks teams are formed and responsible for office security and first aid;
∎ Ensure that regular safety drills take place;
∎ Provide Safety and Security orientation for international visitors;
∎ Ensure that the alarm system and CCTV are properly working is maintained and a rotating schedule is shared for Admin Department to respond to armed response call outs;
∎ Maintain liaison with Global Security Advisor and Regional Security Focal to implement the ActionAid International guidelines and for regular support;
∎ Support to the Crisis Management Team (CMS) for any emergency security issue;
∎ Providing Logistics Support & Travel (In-country) Management:
∎ Ensure logistic support for any internal and external events;
∎ Ensure logistic support for community visit including hotel booking, transport arrangement, security check etc;
∎ Support to the transport focal person to ensure that all vehicles are in good and running condition, all papers are updated;
∎ Ensure effective store management system;
∎ Disposing assets and materials as per Administrative guidelines;
∎ Documentation & Administration of leases and rental agreements:
∎ Ensure that rental agreements are properly maintained and amended where necessary;
∎ Liaise with the landlord and caretakers to ensure that the buildings are maintained to guarantee a conducive working environment;
∎ Maintaining lease agreement files and keeping these agreements in a safe place for reference purposes;
∎ Ensure tenants are invoiced on a monthly basis as per signed lease agreements;
∎ Procurement Management:
∎ Review procurement process including completion of checklists, purchase requisitions, quotations, justifications memos and other documents to ensure that organisation policy is adhered to;
∎ Ensure that the goods and services required are accurately described on the work order as per requirements and that all the relevant approvals are in place, prior to send the purchase order to the vendor;
∎ Maintain and update vendor list periodically;
∎ Maintain a file wherein all signed work orders and supporting quotations are filed for easy reference and to facilitate future audits;
∎ Keep a list of all work orders issued and maintain a tracker to follow-up;
∎ Supporting International Travel:
∎ Support international visitors by providing invitation letter, visa assistance, sharing visitor's pack, sharing security risk assessment and security protocol, accommodation arrangement, local transport arrangement etc;
∎ Provide support to national staff for international visits by providing necessary VISA related information / guidance, bank statement, ticket booking etc.
Additional Requirements:
∎ At least 5 years or more of sound technical experience of working in Core Administration work in national or international organisation;
∎ Technical Skills:
∎ Demonstrated competence skills in report writing and record keeping in English and Bangla;
∎ Excellent knowledge and use of internet, office software packages (i.e. MS Word, MS Excel etc.) and database;
∎ Experienced to ensure safety and security of staff, assets and reputation of the organisation;
∎ Knowledge of administrative and logistic processes;
∎ Experience in liaising with different external stakeholders and Government Offices;
∎ Desirable:
∎ Ability to work under extreme pressure and meeting deadlines;
∎ Ability to handle multiple tasks at a time;
∎ Excellent Team player and ability to manage diverse team members;
Salary:
∎ Monthly Gross Salary will be 78,390/- with other admissible benefits such as festival bonus, provident fund, gratuity, medical benefit, group life insurance etc.
Application Deadline: January 11, 2020
Company Information:
∎ ActionAid Bangladesh
∎ Business : ActionAid is an international anti-poverty agency working in over 40 countries, taking sides with poor people to end poverty and injustice together.
Category: NGO/Development
Source: bdjobs.com
Deadline Expired on 11th Jan 2020
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