Executive Assistant to Response Director

Job Description

Title: Executive Assistant to Response Director

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:
∎ Bachelor’s degree.

Experience Requirements:
∎ At least 3 year(s)

Job Context:
∎ The Executive Assistant is responsible for providing high-level Office and administrative support to the Response Director and Leadership team including different unit heads like Operations, Program, Communication & Advocacy etc to ensure smooth support systems.
∎ The main purpose of this position is to expedite support to the team leaders including team members to reduce clerical, secretarial and administrative work by preparing TR/PR, correspondence, visitors support, arranging and supporting logistic support for meeting/workshop, attending to calls and arrange appointments and settling bills, Support to keep record of meetings minutes and proceedings and prepare minutes, distribute to all members and ensure follow-up which will enhance and ensure more time for ministry.

Job Responsibilities:
∎ Ensure smooth functioning of the Response Director office & senior Leadership Team,
∎ Ensure secretarial and administrative support to the senior team members under Response Program at Ukhiya in an efficient manner especially relating to implementation of program/project etc.
∎ Proper documentation and reporting of any events, visitors, official records etc.
∎ Ensure preparation of correspondence, schedule meeting, conference calls
∎ Record meetings minutes, distribute & ensure follow-up.
∎ Support to the team leader with up dated news clipping, information’s and documents which will support instantly for further thoughts
∎ Assist Director to handle calendar, appointments, Travels and meetings.
∎ Work/ensure Director Office related financial process
∎ Provide administrative supports to the Director with internal & external engagements.
∎ Review supply requisitions
∎ Maintain office equipment and liaise with office support unit.
∎ Arrange/liaise meetings/seminar/workshop as per Directors’ plan.
∎ Assist in dealing/handling visitors (National/ International/ Donors/Stake Holders).
∎ Communicate & keep information with internal & external stakeholders in absence of Directors
∎ Provide administrative support as secretary to Response Director when emergency situation arises (as delegated) Undertake periodic data collection and analysis for operational concerns.
∎ Prepared all the leave related documents for Response Director
∎ Liaise with Front Desk to purchase international & domestic air tickets for the Response Director’s Office and Senior Management Team in the Response Office.
∎ Assist to maintain liaison and coordination with all PMs on visit/ program/event management any other programmatic issues especially on field visit by the Management.
∎ Book venue and logistic support for Operations and Program workshop and meeting and settling bills.
∎ Facilitate visit of dignitaries, important guests from the SO and Global Centre or in country visitor.
∎ Maintain liaison with sectorial leads as per need.
∎ Provide support to Operational events in Cox’s Bazar and Ukhiya,
∎ Consolidate important information from Sectors & Department.
∎ Handle confidential files and information with accuracy and efficiency.
∎ Take initiative to meet needs relative to the field for information and /or guidance.
∎ Record meetings minutes, distribute & ensure follow up
∎ Assist Admin Department for archiving the necessary documents.

Additional Requirements:
∎ Age 25 to 40 years
∎ Administrative: Knowledge of office administrative and clerical procedures and systems such as managing files and record, managing projects/plan, designing forms, and other office procedures and terminology.
∎ English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
∎ Handling office equipment: Knowledge of electronic equipment such as computers, fax machines, tele-printers, scanner, PABX systems, etc.
∎ Communicating with Supervisor, Peers, or subordinates, and with persons outside the organization: Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. Communicating with people outside the organization, representing the organization to customers, the public, government, and other external stakeholders in person, in writing, telephone or by e-mail.
∎ Active Learning: Understanding the implications of new information for both current and future problem solving and decision-making.
∎ Effective Time management: Managing one’s own time effectively and time of others.

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: 30 Oct 2022

Company Information:
∎ 23 Oct 2022
∎ World Vision Bangladesh Rohingya Crisis Response (WV BRCR)
∎ Address : Sayeman Heritage Residence, Second Floor, Block - B, Sayeman Road, Baharchora, Cox's Bazar -4700
∎ 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.Candidates of all the religion and ethnicity are encouraged to applyFemale candidates are highly encouraged to apply.