Front Desk Executive (Only Female)

Job Description

Title: Front Desk Executive (Only Female)

Company Name: Education and Development Foundation-Educo

Vacancy: 1

Age: Na

Job Location: Dhaka

Salary: Tk. 32876 (Monthly)

Experience:

• At least 2 years

• Minimum Graduation from any discipline/subject.

• At least 2 years

• Only Female

Experience and Requirements

• Minimum 02 years of working experience in relevant job role
• Experience in NGO/INGO is preferable
• Good writing and translating capacity (both English and Bangla)
• Ability to follow procedures, meet deadlines, and work cooperatively with team
• Have skill to prioritize tasks and to understand the situation
• Capacity to balance work-life and maintain smooth professional relationship
• Respectful, Sensible and Clear understanding of gender perspective
• Good interpersonal Skills, Proactive and Empathetic
• Communications and Coordination Skills
• Positive attitude and High level of Integrity

Language

• Position requires both Bangla and English at Advanced level

Knowledge and Skills

• Understanding of Educo’s Mission, Vision, Values and Principles
• Able to operate PABX, FAX, Photocopier machine etc.
• Excellent typing knowledge both in English and Bangla
• Knowledge on child rights and protection related policies/laws
• Standard computer literacy with a full knowledge of MS Office & web-based applications (MS Word, MS Excel, MS PowerPoint, MS Teams, MS Outlook etc.)

Educo is a global development and humanitarian NGO based in Barcelona, Spain with 30-year working experience in 18 countries. We work with children and their environment to promote just and equitable societies that guarantee their rights and well-being. We envision A world where all girls and boys have access to educational environments and fully enjoy their rights and a dignified life. We are a member of ChildFund Alliance, one of the largest global networks of child-focused development organizations working to create opportunities for children and youth, their families and communities.

Since 1999, in Bangladesh we have been implementing development programs in the marginalized urban and rural areas and with time we expanded our works to broader geographical areas. Currently, Educo Bangladesh is implementing large number of development and humanitarian projects which are funded by different internal and external donors; like KOICA, EU/UNOPS, ChildFund Alliance, ADEY, Barnfonden, AECID, Mango etc. in various districts of Bangladesh. Know more about EDUCO

• Report to: Head of Finance and Administration
• Contract Duration: 02 Years
• Working Conditions: Major part of the job will be in Country Office

Purpose

• Assist Head of Finance and Administration to ensure all the administrative related functions for smooth day-to-day operations. This position will work as a face of Educo Bangladesh by communicating and disseminating message and correspondence in instructed manner. This position will also ensure documentation of all the administrative and other relevant operations.

Engagement

• Regular communication with different departments/employees of Educo Bangladesh
• Different External Vendors and Service Providers
• Communicate with Country Security Focal regarding safety-security related documentation
• Exchange information and documents in between office and specific external entities that contribute to smooth functioning of the office.

Delivery

• The Front Desk Executive will deliver information and documents in a guided manner by ensuring quality and timeliness.
• Ensure necessary support to visitors and colleagues specially the foreigner colleagues.
• Provide logistics support during employee field visit, training/workshop in a time manner
• Organize and support in different events like- birthday celebration, farewell and other events as per requirements

Key Areas of Accountability - Essential Tasks - %

Receiving and Make Phone Calls and Conveying Massage (Internal & External) - 30%

• Receive all incoming telephone calls and pass on to concern person/department, keep the messages of the personnel who are not in the office and convey the message to the personnel upon availability.
• Make external phone calls according to the request of the concerned person/department immediately and update the situation to the requestors about delaying of connecting outgoing call.
• Respond to vendor’s queries regarding cheques.
• Maintain call register of official mobile phone & land phone.
• Operate the FAX machine as per requirement

Dispatch Correspondences - 10%

• Receive, register and dispatch all incoming letters/ bills/parcels to the concern person/departments.
• Support to courier outgoing letters

Security - 10%

• Follow up travel and maintain travel register for local and expatriate staff.
• Ensure documentation of travel authorization & security briefing acknowledgement

Travel Coordination and Support - 20%

• Draft visitor’s invitation letter
• Communicate with travel agencies to arrange ticket for Educo staff (both domestic and international) as required.
• Communicate and enlist suitable hotel in Educo working area for local and expatriate staff.
• Arrange hotel booking for expatriate staff as required.
• Arrange dormitory/hotel booking and air ticket for local staff.
• Draft letter for NGO Bureau and Local Police regarding expatriate.
• Ensure appropriate signature and disbursement of the letters.
• Maintain close coordination with the hotel/air ticket vendor/Staff.

Other Administrative Functions - 30%

• Follow-up the daily scheduled work of the cleaner and gardener’s attendance
• Ensure cleanliness of Visitors’ sitting place.
• Ensure cleanliness of meeting room and arrange food and logistic support for the meeting
• Prepare schedule and organize the meeting room according to the requirement of different department.
• Update staff lunch record and calculate the bill amount at the end of each month.
• Pay slip email/handover to staff
• Opening/closing/update of Educo bank account

Perform any other responsibilities assigned by Educo when required.

Child Safeguarding

• Educo is committed to prevent violence and maltreatment to children by fostering a safeguarding culture in which interactions with children promote their dignity and favor their comprehensive development and wellbeing in a safe and protective environment. Educo will ensure to "do no harm" to children and to be a child safe organization.

Our Accountability

• For Educo, accountability means fulfilling our responsibility to listen and respond to the opinions and needs of our stakeholders in the decisions we make and the activities we undertake, with the aim of increasing our impact and ensuring the responsible use of resources.

• Provident Fund (10% Contributory), Gratuity, 02 Festival Bonuses, Insurance, Leave Encashment and other admissible benefits as per Educo People and Culture Policy.