Job Description

Title: Front Desk Assistant

Company Name: Islamic Relief Bangladesh

Vacancy: 1

Age: at most 35 years

Location: Dhaka (Baridhara)

Maximum Salary: Tk. 25483 (Monthly)

Experience:
∎ At least 2 years
∎ The applicants should have experience in the following business area(s):NGO, Development Agency

Published: 8 Mar 2024

Education:
∎ Bachelor of Social Science (Pass), Bachelor of Business Administration (BBA)

Requirements:

Additional Requirements:
∎ Age at most 35 years
∎ Front Desk management
∎ Administrative & HR-related interventions.
∎ Operating telephone system
∎ Coordination/Networking/Communication Skills √Reporting & Documentation
∎ Decision making
∎ Leadership
∎ Self-development
∎ Problem-solving
∎ Ability to work under pressure and manage workload & Stress Effectively
∎ Supportive, effective, and a good team player
∎ Willing to adapt to IR’s norms and values
∎ Working knowledge/Proven Expertise in Microsoft Word/ Excel/PowerPoint
∎ Only Female candidates will be eligible.
∎ Experience in working with:
∎ Front Desk management
∎ Administrative & HR-related interventions.
∎ Essential Competencies:
∎ Operating telephone system
∎ Coordination/Networking/Communication Skills √
∎ Reporting & Documentation
∎ Decision making
∎ Leadership
∎ Self-development
∎ Problem-solving
∎ Ability to work under pressure and manage workload & Stress Effectively
∎ Supportive, effective, and a good team player
∎ Willing to adapt to IR’s norms and values
∎ Working knowledge/Proven Expertise in Microsoft Word/ Excel/PowerPoint
∎ Only Female candidates will be eligible.

Responsibilities & Context:
∎ Follow standard office time (must arrive office before 9.00 a.m and depart office after 5.00 p.m) as most important and responsible personnel of the front desk.
∎ Greet and welcome staff and visitors in a professional and courteous manner.
∎ Manage incoming calls, emails, and inquiries, directing them to the appropriate department or individual, taking and relaying messages as needed.
∎ Conveying basic information to the phone calls, email and oral message to the visitors of general inquiries.
∎ Ensure all telecommunication systems are functioning properly, such as the intercom, PABX etc.
∎ Maintaining relevant records, register for receiving letters, messages, and documents record to dispatch them to the concerned authority.
∎ Write email and phone call/mobile call for correspondence with the relevant staff, vendor, partners, consultant, stakeholders and personnel.
∎ Guide and coordinate security personnel to ensure safety and security of the premises and ensure standard office procedures.
∎ Maintain IRB standards while corresponding with staff, vendor, partners, consultant and visitors.
∎ Maintain a clean and organized reception area.
∎ Maintaining and preserving the staff and drivers’ movement register and key information about who is where.
∎ Process all kinds of couriers (documents/materials) receiving and dispatching to versatile IRFOs while maintaining records.
∎ Creating/maintaining filing systems and ensuring updated information; obtaining documents and information from in-house and external sources to perform information searches when required.
∎ Ensure meeting, conference, training or any event room booking and arrangement based on requirements.
∎ Assist in scheduling meetings and appointments, as needed.
∎ Prepare and preserve challan and get pass as and when needed.
∎ Assist in procurement activities such as obtaining quotation, preparing and submit purchase requests (PR), dispatch purchase order to vendor, goods and service receiving notes (GSRN), tracking deliveries as well as bill submissions to the relevant.
∎ Undertaking record-keeping system/documentation in line with IRB record management guidelines.
∎ Coordinate with vendors and service providers for office maintenance and repairs.
∎ Provide administrative support to various departments as required.
∎ Cooperating with HR in recruitment process whenever requires such as- greeting candidates with professional etiquette, supporting in & out calls to candidates etc.
∎ Coordinating with HR & field in couriering documents.
∎ Processing monthly attendance for IRCO from software, taking signature and documenting, Also receiving Field staff’s attendance, preparing tracker and documenting etc.
∎ Providing support in AX control.
∎ Maintain register/prepare summary of all courier bills with all relevant documents, obtaining respective manager signature in the bill. Prepare a summary sheet, obtain Country Finance Manager approval and submit those to IRCO finance as and when require.
∎ Receive all finance documents, reports, invoices, currier from IRFO, vendor, consultant and record those in to register.
∎ Dispatch and deliver (in person on hands, not through any via) those documents, reports, invoices, currier to respective recipient and obtain his/her signature.
∎ Coordinate with finance department for any financial-related tasks from front desk (vendors, consultant, partners invoice collection, cheque disbursement, acknowledgment receipt etc.)
∎ Collaborate with finance personnel to support various finance-related tasks/payment process/check disbursement and projects/partner/vendors related support.
∎ Collaborate with program staff to support various program-related tasks and initiatives.
∎ Assist in gathering and compiling data for program evaluation and reporting purposes.
∎ Provide general administrative support to the program team to facilitate the smooth operation of program activities.
∎ Provide COMT management support to conveying basic information to the phone calls, oral message or any other information to the visitors.
∎ Support and maintain (ad hoc) appointment/meeting schedule, visit schedule of COMT for updates of their availability.
∎ Participate & involved with seasonal programs (Ramadan, Qurbani, Winterization, etc.) activities.
∎ Support to Implementation of the Emergency projects as per IRCO requirements.
∎ Ensure that local purchases and expenditures are done as per Islamic Relief Bangladesh policy.
∎ Maintain the stock book, inventory, and another essential registers properly and timely in an effective manner.
∎ Support in the procurement of materials like requisition, follow-up, etc.
∎ Take initiatives to ensure the security of project resources, staff and participants during the intervention.
∎ Ensure required logistics are in placed timely.
∎ Facilitate donor/external visits and ensure that recommendations of visitors are addressed.
∎ Willing and able to travel frequently for extended periods and to remote areas of the projects.
∎ Perform any other duties assigned by Supervisor.
∎ Front desk management- 40%
∎ Follow standard office time (must arrive office before 9.00 a.m and depart office after 5.00 p.m) as most important and responsible personnel of the front desk.
∎ Greet and welcome staff and visitors in a professional and courteous manner.
∎ Manage incoming calls, emails, and inquiries, directing them to the appropriate department or individual, taking and relaying messages as needed.
∎ Conveying basic information to the phone calls, email and oral message to the visitors of general inquiries.
∎ Ensure all telecommunication systems are functioning properly, such as the intercom, PABX etc.
∎ Maintaining relevant records, register for receiving letters, messages, and documents record to dispatch them to the concerned authority.
∎ Write email and phone call/mobile call for correspondence with the relevant staff, vendor, partners, consultant, stakeholders and personnel.
∎ Guide and coordinate security personnel to ensure safety and security of the premises and ensure standard office procedures.
∎ Maintain IRB standards while corresponding with staff, vendor, partners, consultant and visitors.
∎ Maintain a clean and organized reception area.
∎ Procurement & Operation Support-15%
∎ Maintaining and preserving the staff and drivers’ movement register and key information about who is where.
∎ Process all kinds of couriers (documents/materials) receiving and dispatching to versatile IRFOs while maintaining records.
∎ Creating/maintaining filing systems and ensuring updated information; obtaining documents and information from in-house and external sources to perform information searches when required.
∎ Ensure meeting, conference, training or any event room booking and arrangement based on requirements.
∎ Assist in scheduling meetings and appointments, as needed.
∎ Prepare and preserve challan and get pass as and when needed.
∎ Assist in procurement activities such as obtaining quotation, preparing and submit purchase requests (PR), dispatch purchase order to vendor, goods and service receiving notes (GSRN), tracking deliveries as well as bill submissions to the relevant.
∎ Undertaking record-keeping system/documentation in line with IRB record management guidelines.
∎ Coordinate with vendors and service providers for office maintenance and repairs.
∎ Provide administrative support to various departments as required.
∎ General HR support- 15%
∎ Cooperating with HR in recruitment process whenever requires such as- greeting candidates with professional etiquette, supporting in & out calls to candidates etc.
∎ Coordinating with HR & field in couriering documents.
∎ Processing monthly attendance for IRCO from software, taking signature and documenting, Also receiving Field staff’s attendance, preparing tracker and documenting etc.
∎ Providing support in AX control.
∎ Finance Support- 15%
∎ Maintain register/prepare summary of all courier bills with all relevant documents, obtaining respective manager signature in the bill. Prepare a summary sheet, obtain Country Finance Manager approval and submit those to IRCO finance as and when require.
∎ Receive all finance documents, reports, invoices, currier from IRFO, vendor, consultant and record those in to register.
∎ Dispatch and deliver (in person on hands, not through any via) those documents, reports, invoices, currier to respective recipient and obtain his/her signature.
∎ Coordinate with finance department for any financial-related tasks from front desk (vendors, consultant, partners invoice collection, cheque disbursement, acknowledgment receipt etc.)
∎ Collaborate with finance personnel to support various finance-related tasks/payment process/check disbursement and projects/partner/vendors related support.
∎ Program & COMT Management Support- 10%
∎ Collaborate with program staff to support various program-related tasks and initiatives.
∎ Assist in gathering and compiling data for program evaluation and reporting purposes.
∎ Provide general administrative support to the program team to facilitate the smooth operation of program activities.
∎ Provide COMT management support to conveying basic information to the phone calls, oral message or any other information to the visitors.
∎ Support and maintain (ad hoc) appointment/meeting schedule, visit schedule of COMT for updates of their availability.
∎ Other Requirements- 5%
∎ Participate & involved with seasonal programs (Ramadan, Qurbani, Winterization, etc.) activities.
∎ Support to Implementation of the Emergency projects as per IRCO requirements.
∎ Ensure that local purchases and expenditures are done as per Islamic Relief Bangladesh policy.
∎ Maintain the stock book, inventory, and another essential registers properly and timely in an effective manner.
∎ Support in the procurement of materials like requisition, follow-up, etc.
∎ Take initiatives to ensure the security of project resources, staff and participants during the intervention.
∎ Ensure required logistics are in placed timely.
∎ Facilitate donor/external visits and ensure that recommendations of visitors are addressed.
∎ Willing and able to travel frequently for extended periods and to remote areas of the projects.
∎ Perform any other duties assigned by Supervisor.

Compensation & Other Benefits:
∎ Mobile bill, Tour allowance, Provident fund, Weekly 2 holidays, Insurance, Gratuity
∎ Festival Bonus: 1
∎ Other benefits will be provided as per organizational HR Policy
∎ Other benefits will be provided as per organizational HR Policy

Workplace:
∎ Work at office

Employment Status: Full Time

Gender:
∎ Only Female

Job Location: Dhaka (Baridhara)

Read Before Apply: For more details on Job information, Please download the job description from our official website (islamicrelief.org.bd). Female Candidates are highly encouraged to apply. However, Islamic Relief Bangladesh considers diversity in the workplace and is a committed equal opportunity employer. We encourage applications from all suitable candidates regardless of gender, race, family or marital status, ethnicity, disability, class, caste, or religion.

Company Information:
∎ Islamic Relief Bangladesh
∎ Bangladesh Country Office: House # 10, Road # 10, Block-K, Baridhara, Dhaka-1212

Address::
∎ Bangladesh Country Office: House # 10, Road # 10, Block-K, Baridhara, Dhaka-1212

Application Deadline: 20 Mar 2024

Category: NGO/Development