Deputy Manager - Governance & Management

Job Description

Title: Deputy Manager - Governance & Management

Company Name: UCEP Bangladesh

Vacancy: 01

Job Location: Dhaka

Employment Status: Full-time, Contractual

Educational Requirements:
∎ Masters in Management / Public Administration or any relevant discipline.
∎ Preference will be given to the candidates having qualification on Governance and Management system.
∎ Additional degree in Governance and Chartered Secretarial Course will get added advantage.

Experience Requirements:
∎ At least 4 year(s)

Job Responsibilities:
∎ To contribute to implementing UCEP Bangladesh's values, vision, mission and goals, and development of future strategy documents as needed.
∎ To organize, communicate, keeping records of decisions, timely dissemination of records of all AGM/EGM and BoG Meetings.
∎ To ensure compliance of statutory requirements on Management Meetings (SMT and SMT-RMT) and events with effective and timely documentations.
∎ To ensure timely follow up of implementation of the decisions of Management Meetings (SMT and SMT-RMT).
∎ To ensure and assist in organizing meetings with donor partners as needed and required.
∎ To provide and collect information from various departments/regions for various reporting, meeting, proposal and other purposes.
∎ To arrange events, visits by association members, BoG and higher Management and responsible to prepare report/meeting minutes.
∎ To prepare minutes and ensure dissemination of all staff meetings at regional and central level chaired by the ED.
∎ To support ED with necessary and timely information, documents in order to carry out smooth function of his/her responsibilities.
∎ To preserve copies of legal and statutory documents of BoG, NGOAB approval and NBR, DC office coordination and deliver as and when needed.
∎ To ensure compliance requirements of UCEP Bangladesh's membership with different bodies / agencies.
∎ To maintain the archive of UCEP Bangladesh related to governance and management.
∎ To maintain efficient and effective filing and documentation (hardcopies and electronic) of records.
∎ To coordinate preparation and dissemination of working papers for various meetings.
∎ To help in following up business goals development and its implementation.
∎ To maintain meeting calendar of the ED and ensure that external communications are carried out as needed.
∎ To preserve copies of legal and statutory documents and deliver when needed.
∎ To ensure logistics of the meetings and disseminate meeting decisions.
∎ To ensure proper maintenance of equipment and other assets of ED's Office.
∎ To maintain strict confidentiality of information, documents and other internal and external communications.
∎ To read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
∎ To sort and distribute incoming correspondence, including faxes and email among the intended recipients.
∎ To manage & handle the outgoing correspondence of ED's office.
∎ To file and retrieve documents, records, and reports.
∎ To greet visitors to ED's office and determine whether they should be given access to specific individuals in consultation with ED.
∎ To prepare responses for ED to correspondence containing routine inquiries.
∎ To perform general office duties such as ordering supplies, snacks, stationaries, maintaining records management systems, and performing basic bookkeeping work for the ED's office.
∎ To coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives.
∎ To prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
∎ To receive and screen phone calls and redirect them when appropriate as per the advice of ED.
∎ To conduct recruitment or separation of ED or Board members as required and requested.
∎ To maintain necessary and regular communication with relevant stakeholders like BoG, Association committees, SMT
∎ Provide necessary support to BoG and Association committees to effectively and efficiently carry out their roles and responsibilities
∎ Prepare working papers of the agenda of BOG and Association meetings and ensure timely distribution among members
∎ Ensure that the Association members regularly paid their yearly membership subscription.
∎ To contribute to effective and efficient Grievance Management mechanism of ED's office with confidentiality
∎ To maintain an automated data base of detail information of key stakeholders of UCEP Bangladesh and specifically ED's connections.
∎ To update ED on a regular basis on daily updates of national and international news related to UCEP Bangladesh and its interests.
∎ To review different bills, vouchers, memo and their documents/instruments that require ED's approval.
∎ To prepare necessary overviews for ED in order to save his/her time and quick understandability.
∎ To undertake necessary actions in coordination with other relevant departments so that highlights of AGM/BoG/ED/SMT public events are timely published in UCEP Bangladesh website, social media, print/electronic media and shared with other relevant stakeholders e.g. donors and partners, with guidance of supervisor
∎ To maintain and document relevant information, photos, media coverages, press releases etc. that were issued from the ED's office.
∎ To contribute to cleanliness, hospitality and professional ambiance at ED's office.
∎ To maintain regular SMT meeting calendar, organize SMT meetings, ensure timely minutes and follow up of decisions.
∎ To provide necessary support to ensure efficient and effective functioning of SMT.
∎ To ensure compliance requirements of UCEP Bangladesh's membership with different bodies / agencies.
∎ To maintain archive of UCEP Bangladesh related to governance and management.
∎ Promote and contribute to ongoing efforts towards gender equity & equality, child/staff protection & safeguard, inclusiveness, accessibility and discrimination free environment in the workplace and operations/activities/plans. In applicable cases, ensure that necessary budget allocation is there and in KPIs these issues are reflected regarding employees under supervision.
∎ To supervise the Office Assistant (ED's Office) and ensure his/her excellence in performance and commitment.
∎ To carry out any other task as assigned by Manager / PO - G & M.

Additional Requirements:
∎ Age at most 35 years
∎ Both males and females are allowed to apply
∎ Preferably 04 (four) years of relevant professional experience of which at least 1 year in governance and internal management role in a large organization (experience of working with board and/or senior management will be preferred) in a large organization.
∎ Excellent command of communication skills both in Bangla and English.
∎ Excellent computer operating skill & conversant with MS Office package including automation system related software and tools.
∎ Self-motivated, adaptable and team player.
∎ Ability and willingness to travel frequently.
∎ Age limit for the applicant would be 35 years. Management has the ability to make exceptions based on qualifications.

Salary: Negotiable

Application Deadline: July 6, 2019

Company Information:
∎ UCEP Bangladesh
∎ Address : Plot No 2 & 3, Mirpur-2, Dhaka - 1216
∎ Business : UCEP Bangladesh is a non-profit and non-government organization working with the motto “help to learn, skills to earn”! It serves children and youth and its programme includes second chance education, Technical Vocational Education and Training (TVET), support for job placement and advocacy for ensuring increased employability and Decent Work. UCEP Bangladesh has special focus on inclusion therefore, gives priority to the underprivileged. At present, UCEP Bangladesh works in 10 districts of the country. To learn more, please visit www.ucepbd.org.

Category: NGO/Development