HR & Admin Professional (Asst. Manager/ Dy. Manager)

Job Description

Title: HR & Admin Professional (Asst. Manager/ Dy. Manager)

Company Name: Justice & Care

Vacancy: 1

Age: 25 to 35 years

Job Location: Dhaka

Salary: Tk. 70000 - 80000 (Monthly)

Experience:

• 3 to 6 years
• The applicants should have experience in the following business area(s): NGO, Development Agency

• Bachelor of Business Administration (BBA) in Human Resource Management
• Master of Business Administration (MBA) in Human Resource Management

• PGDHR/ Administration/ KPI/ HRIS

• 3 to 6 years
• The applicants should have experience in the following business area(s): NGO, Development Agency

• Age 25 to 35 years
• Only Female

• Proven experience in HR and administrative roles, preferably in the NGO or development sector.
• Strong understanding of labor laws and HR best practices in Bangladesh.
• Excellent communication and interpersonal skills.
• Proficiency in MS Office and HR software/tools.
• Must experience with Foreign Delegates and Delegation as a Team member for Senior management
• Ability to handle confidential information with integrity and professionalism.

HUMAN RESOURCE: -

• Process all recruitment requests including sourcing of candidates, filing, sorting and interviewing candidates, conducting reference checks, preparing offers, and negotiating salaries.

• Assist in preparing position descriptions to management for the recruitment of new positions.

• Prepare employee contracts and extension letters.

• Set-up and maintain follow-up systems pertaining to probation, end of contract, insurance changes, etc.

• Monitor payroll procedures and ensure compliance with policies and local labor law.

• In cooperation with program management, ensure the validity of timesheets, leave request forms, and monitor all leave balances.

• Set-up follow-up system for the annual performance appraisal process.

• Ensure HR files and documentation of all JCBD staff are updated.

• Ensure confidentiality of information.

• Provide advice to employees on issues related to HR policies and procedures.

• Ensure that a safe and confidential system for reporting any misconduct is in place for staff.

ADMINISTRATION:-

• Support the team organizing and conducting training sessions, events and workshops, including preparing and sending invitations, RSVPs, booking venues and other logistics, preparing training certificates and materials, preparing attendance sheets and agendas, coordinating travel for participants and staff, preparing minutes of meetings and event reports when requested, etc.

• Organize all forms of travel and accommodation support to staff during field visit.

• Support team in all needs of IT and equipment related troubleshooting including laptop, office handset, office email etc.

• Prepare and share correspondence, documentation, and reports as needed to support the project team and activities.

• Supporting the team with administrative tasks such as filing, setting up meetings, scheduling of activities, ordering supplies, ordering refreshments for meetings, and other logistics.

• Ensure operation of equipment by following up on preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

• Maintain supplies inventory by checking stock to determine inventory level, anticipate needed supplies, place and expediting orders for supplies, verifying receipt of supplies.

• Oversee office maintenance needs and ensure that office is well kept and maintained.

• Maintain all proposal files, logs, photos, and process reports.

• Develop and update administrative systems to make them more efficient.

• Oversee and supervise the work of Service staff (office assistant, driver and cleaner) to ensure that they have the supplies they need to perform their duties.

Leadership and Collaboration:

• Supervise and mentor HR and administrative staff, fostering professional growth and a collaborative team culture.

• Collaborate with department heads to understand their staffing and administrative needs.

• Act as a liaison between the HR team and other departments, ensuring clear communication and alignment on objectives.

• Participate in the development and implementation of HR projects that contribute to organizational goals.

Procurement Management:

• Identify, evaluate, and maintain relationships with suppliers to ensure quality, cost-effectiveness, and timely delivery of goods and services.

• Negotiate terms, prices, and delivery schedules with vendors and suppliers to achieve optimal procurement outcomes.

• Prepare, issue, and track purchase orders while ensuring compliance with company policies and budgets.

• Conduct market research to stay updated on market trends, supplier innovations, and competitive pricing.

• Ensure all procurement activities comply with legal regulations and organizational policies.

Inventory Management

• Maintain accurate records of inventory levels, ensuring systems are updated in real-time.

• Analyze sales trends, production schedules, and seasonal demand to optimize stock levels.

• Balance inventory levels to avoid overstocking or understocking and ensure operational efficiency.

• Order Fulfillment: Ensure timely replenishment of stock to meet production and customer demands.

• Conduct regular inventory audits to identify discrepancies and improve accuracy.

• Use inventory management software to automate tracking, reporting, and reorder processes.

**Any other task/responsibility as per organizational need**