HR and Admin Officer for Muslim Aid Community Hospital, Pabna

Job Description

Title: HR and Admin Officer for Muslim Aid Community Hospital, Pabna

Company Name: Muslim Aid UK Bangladesh Field Office

Vacancy: 01

Age: 30 to 45 years

Location: Pabna (Pabna Sadar)

Salary: Tk. 30000 - 35000 (Monthly)

Experience:
∎ At least 4 years

Published: 13 Apr 2025

Education:
∎ Bachelor/Honors

Requirements:

Additional Requirements:
∎ Age 30 to 45 years
∎ Good interpersonal and communication skills and ability to liaise effectively with people at various levels.
∎ Good teamwork skills with the ability to work with different and sometimes conflicting agendas.
∎ Staff Management Skill
∎ Ability to deal with GoB on license/renewal issues
∎ Problem-Solving Skill
∎ Documentation, Record Keeping Skills & Report Writing Skills
∎ Ability to Travel in short notice
∎ Good organization, and coordination skills. Ability to manage and handle multiple tasks.
∎ Ability to adapt to changing deadlines and priorities.
∎ Ability to work in and with a diverse team.
∎ Ability to work under pressure and on own initiative.
∎ Ability to analyze and assess complex situations and create a room for flexible thinking by effectively managing stress.
∎ Ability to showcase strong ownership which may reflect in every activities or execution of activities.
∎ Skills & Abilities:
∎ Good interpersonal and communication skills and ability to liaise effectively with people at various levels.
∎ Good teamwork skills with the ability to work with different and sometimes conflicting agendas.
∎ Staff Management Skill
∎ Ability to deal with GoB on license/renewal issues
∎ Problem-Solving Skill
∎ Documentation, Record Keeping Skills & Report Writing Skills
∎ Ability to Travel in short notice
∎ Good organization, and coordination skills. Ability to manage and handle multiple tasks.
∎ Ability to adapt to changing deadlines and priorities.
∎ Ability to work in and with a diverse team.
∎ Ability to work under pressure and on own initiative.
∎ Ability to analyze and assess complex situations and create a room for flexible thinking by effectively managing stress.
∎ Ability to showcase strong ownership which may reflect in every activities or execution of activities.

Responsibilities & Context:
∎ Assist to ensure standardized Recruitment and Onboarding in line with MABCO HR Policy and maintain recruitment file.
∎ Collaborate in the process of updating staff job description to ensure it reflects the current assigned responsibilities and aligns with performance objectives for the respective positions.
∎ Prepare contract for short term / on call staff as and when needed.
∎ Manage attendance records, leave register, training register, and other relevant registers.
∎ Coordinate with MABCO HR to ensure that staff contract renewals are being made as per policies and timely manner and other necessary HR documents are updated time to time.
∎ Support MABCO HR on annual Performance, Accountability, Competency and Evaluation process of the staff for smooth implementation of the·
∎ Guide the line manager to set SMART objective for their supervisee to ensure clear performance expectation·
∎ Ensures that resignation cases are duly handled and promptly settled.
∎ Maintains Employee Turnover report and conduct exit interview of resigned staff.
∎ Read and understand all relevant HR policies, ensure all related HR and admin policies are being adhered in the center.
∎ Arrange refresher training on policies in consultation with MABCO HR, provide clarification and guidance to staff on different policy and procedure.
∎ Arrange training for the staff as part of performance improvement plan, performance development plan, capacity development initiative.
∎ Handle staff complaints, ensure standard complaints mechanism are placed to raise complaints, resolve staff complaints with the help of MABCO HR.
∎ Provide necessary guidance/ counselling to increase staff morale.
∎ Ensure proper cleaning of the premises, official desks, rooms and bathrooms all the days.
∎ Keep and ensure all types of format in available in the office format box.
∎ Provide all logistic support for conducting training, meeting and workshop at regional level.
∎ Prepare all administrative documents & maintain file systematically.
∎ Obtain all related licenses and certificates to run the hospital are available and update/renew those time to time·
∎ Assisting concerns for preparing and maintaining lease agreement whenever required.
∎ Checking lease agreement files and ensures the timely payment to the landlord.
∎ Helping the management for office correspondence regarding Bangla and English typing.
∎ Arrange Bus/Air ticket and hotel room booking for visitors.      Ensure office security and maintain visitors log book.
∎ Assign cleaners for cleaning of the office premises, official desks, rooms and bathrooms of the hospital, hospital beds, curtains and the surrounding premise of the hospital.
∎ Ensure the timely payment of water, gas and electricity bills of the hospital.
∎ Ensure monitoring and signing of stock register (General store and Medicine store), fixed asset register, admission and discharge register properly.
∎ Handle all procurement activities of the center and coordinate all relevant events as required.
∎ Maintain Purchase Requisition, Request for Quotation, Work Order/ Purchase Order file and register separately.
∎ Prepare vendor enlistment and maintain vendor enlistment file.
∎ Assist procurement committee for purchasing all goods and supplies and carryout all kinds of petty purchase.
∎ Ensuring timely delivery of purchased materials to the hospital.
∎ Ensure Vehicle Requisition Form (VRF), Motorcycle and vehicle Log Book is available in the officer format box.
∎ Maintain total list of the vehicles (Motorcycles, bicycles etc.) including renewal date of the license/certificate.
∎ Carryout renewal activities of the vehicle documents on time  e.g. insurance/ Fitness/ Route permit.
∎ Ensure proper maintenance of the office vehicle to keep those in useable condition all the time.
∎ Ensure safety and security of the vehicles and movement log books are maintained properly in the center gate.
∎ Prepare monthly motorcycle/vehicle report on performance of the vehicles and circulate to all concern.
∎ Maintain and ensure Assets Identification number and Assets Tag on the assets.
∎ Maintain Stock Register (stationery and training) separately.
∎ Ensure proper store and inventory management of the center and to maintain all relevant.
∎ Prepare and maintain office fixed assets /local assets list separately.
∎ Assist to Prepare yearly fixed Assets physical verification report.
∎ Ensure robust and effective security and evacuation plans and procedures are in place and regularly reviewed and updated in order to secure the safety of all staff and patients at all times.
∎ To ensure that the health and safety policy is regularly reviewed and all staff are aware of this policy and follow its guidelines.
∎ Frequently field visits are required or as assigned by supervisor and submit report of field visits.
∎ To ensure all records are maintained and stored appropriately in line with MA document management and IT policies.
∎ To comply with all policies, procedures, legal and regulatory requirements.
∎ Require to arrange monthly staff meeting, DIM, PMT and other meetings and update on the resolution.
∎ Require to attend monthly UNO, NGO (DC office) and CS office meetings.
∎ Any other duties commensurate with the accountabilities of the post.
∎ Job Summary: The HR and Admin Officer will contribute to providing all sorts of HR and Admin assistance to MACH. S/he is responsible for the overall administration and HR activities and requires to provide strategic assistance to all aspects of the Admin and HR to ensure maximum achievement of Muslim Aid objectives within the framework of organizational principles and policies.
∎ Key Accountabilities:
∎ HR Duties:
∎ Assist to ensure standardized Recruitment and Onboarding in line with MABCO HR Policy and maintain recruitment file.
∎ Collaborate in the process of updating staff job description to ensure it reflects the current assigned responsibilities and aligns with performance objectives for the respective positions.
∎ Prepare contract for short term / on call staff as and when needed.
∎ Manage attendance records, leave register, training register, and other relevant registers.
∎ Coordinate with MABCO HR to ensure that staff contract renewals are being made as per policies and timely manner and other necessary HR documents are updated time to time.
∎ Support MABCO HR on annual Performance, Accountability, Competency and Evaluation process of the staff for smooth implementation of the·
∎ Guide the line manager to set SMART objective for their supervisee to ensure clear performance expectation·
∎ Ensures that resignation cases are duly handled and promptly settled.
∎ Maintains Employee Turnover report and conduct exit interview of resigned staff.
∎ Read and understand all relevant HR policies, ensure all related HR and admin policies are being adhered in the center.
∎ Arrange refresher training on policies in consultation with MABCO HR, provide clarification and guidance to staff on different policy and procedure.
∎ Arrange training for the staff as part of performance improvement plan, performance development plan, capacity development initiative.
∎ Handle staff complaints, ensure standard complaints mechanism are placed to raise complaints, resolve staff complaints with the help of MABCO HR.
∎ Provide necessary guidance/ counselling to increase staff morale.
∎ General Administration:
∎ Ensure proper cleaning of the premises, official desks, rooms and bathrooms all the days.
∎ Keep and ensure all types of format in available in the office format box.
∎ Provide all logistic support for conducting training, meeting and workshop at regional level.
∎ Prepare all administrative documents & maintain file systematically.
∎ Obtain all related licenses and certificates to run the hospital are available and update/renew those time to time·
∎ Assisting concerns for preparing and maintaining lease agreement whenever required.
∎ Checking lease agreement files and ensures the timely payment to the landlord.
∎ Helping the management for office correspondence regarding Bangla and English typing.
∎ Arrange Bus/Air ticket and hotel room booking for visitors.      Ensure office security and maintain visitors log book.
∎ Assign cleaners for cleaning of the office premises, official desks, rooms and bathrooms of the hospital, hospital beds, curtains and the surrounding premise of the hospital.
∎ Ensure the timely payment of water, gas and electricity bills of the hospital.
∎ Ensure monitoring and signing of stock register (General store and Medicine store), fixed asset register, admission and discharge register properly.
∎ Handle all procurement activities of the center and coordinate all relevant events as required.
∎ Maintain Purchase Requisition, Request for Quotation, Work Order/ Purchase Order file and register separately.
∎ Prepare vendor enlistment and maintain vendor enlistment file.
∎ Assist procurement committee for purchasing all goods and supplies and carryout all kinds of petty purchase.
∎ Ensuring timely delivery of purchased materials to the hospital.
∎ Ensure Vehicle Requisition Form (VRF), Motorcycle and vehicle Log Book is available in the officer format box.
∎ Maintain total list of the vehicles (Motorcycles, bicycles etc.) including renewal date of the license/certificate.
∎ Carryout renewal activities of the vehicle documents on time  e.g. insurance/ Fitness/ Route permit.
∎ Ensure proper maintenance of the office vehicle to keep those in useable condition all the time.
∎ Ensure safety and security of the vehicles and movement log books are maintained properly in the center gate.
∎ Prepare monthly motorcycle/vehicle report on performance of the vehicles and circulate to all concern.
∎ Maintain and ensure Assets Identification number and Assets Tag on the assets.
∎ Maintain Stock Register (stationery and training) separately.
∎ Ensure proper store and inventory management of the center and to maintain all relevant.
∎ Prepare and maintain office fixed assets /local assets list separately.
∎ Assist to Prepare yearly fixed Assets physical verification report.
∎ Ensure robust and effective security and evacuation plans and procedures are in place and regularly reviewed and updated in order to secure the safety of all staff and patients at all times.
∎ To ensure that the health and safety policy is regularly reviewed and all staff are aware of this policy and follow its guidelines.
∎ Frequently field visits are required or as assigned by supervisor and submit report of field visits.
∎ Other:
∎ To ensure all records are maintained and stored appropriately in line with MA document management and IT policies.
∎ To comply with all policies, procedures, legal and regulatory requirements.
∎ Require to arrange monthly staff meeting, DIM, PMT and other meetings and update on the resolution.
∎ Require to attend monthly UNO, NGO (DC office) and CS office meetings.
∎ Any other duties commensurate with the accountabilities of the post.

Compensation & Other Benefits:
∎ As per Organization's Policy.

Workplace:
∎ Work at office

Employment Status: Full Time

Job Location: Pabna (Pabna Sadar)

Read Before Apply:

Interested candidates meeting with the above requirements are requested to apply online on or before April 19, 2025. Only short listed candidates will be called for assessments. Any form of persuasion will be treated as disqualification. Muslim Aid's recruitment and selection procedures reflect our commitment to the safety and protection of children and vulnerable adults in our care/employment. We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief or age.