HR and Administrative Associate
Job Description
Title: HR and Administrative Associate
Company Name: Chemonics International
Vacancy: Not specific
Job Location: Dhaka
Employment Status: Contractual
Educational Requirements:
∎ Degree in Business Administration, Accounting, Management, or related field;
Experience Requirements:
∎ At least 3 year(s)
Job Context:
∎ This is long-term CCN position and the purpose of this is to provide support to the designated working areas of the Protibesh project related to maintaining HR and office documentations, reports, logistics, support to COP, OFD, DCOP and other staff members of Protibesh team, tracking official meetings etc. throughout the life of the program (LOP). Working under the supervision of the Operations and Finance Director, the HR and Administrative Associate will perform the tasks as noted under serial A.
∎ Location of Assignment: Dhaka, Bangladesh but some travels to regional offices expected.
Job Responsibilities:
∎ The HR and Administrative Associate will fulfill the duties listed below:
∎ Provides specific HR and operational support and ensures the smooth and efficient functioning of the office
∎ Maintain Chemonics prescribed HR checklist for personnel files; review existing personnel documents, identify missing documents and coordinate with the supervisor for obtaining them to ensure that all personnel files are up to date including leave applications;
∎ Assist the Director Operations in preparing various HR papers, salary determinations and preparing employment agreements and amendments, keep track of and acquaint with the new policies as amended from time to time;
∎ Follow up on the staff mandatory trainings required by the Chemonics policy, keep copies of the certificates and help update/upload those in specific places of SharePoint;
∎ Keep records of staffs leaves and circulate them to all at periodic intervals
∎ Format letters, memos and other project related papers / documents for submission to USAID, MoEF&CC, MoF&L, MoL, FD, DOE, DOF, Protibesh partners and other organizations;
∎ Receive, review, code all incoming and outgoing letters and arrange for distribution to respective personnel after copies marked;
∎ Coordinate with the administration for pick-up and delivery of the mail to and from the mission, GOB ministries, agencies, Protibesh partners etc.;
∎ Assist the COP/DCOP in preparing materials for technical review meetings including updating of monthly activity calendar;
∎ Liaise with the administration for delivery of the outgoing office mail including mail to be sent via the commercial courier services;
∎ Assist in reports preparation/copying, binding in particular in maintaining the Chemonics house style;
∎ Assist in setting up appointments and maintain appointment schedule particularly for the senior project management team and as requested;
∎ Display memos, bulletins and other publications on the notice board and update/clear the board at a regular intervals;
∎ In the absence of the Sr. Administrative Assistant, supervise tasks of the peons, cleaners and drivers; arrange pick up and accommodation of the visiting expatriates; schedule and monitor
∎ duties of support staffs on weekends/holidays and ensure an equitable distribution of overtime
∎ when necessary;
∎ Assist to provide logistics support for field trips by office personnel, arrange for tickets if
∎ other means of transport is not used, assign vehicles as and when requested;
∎ Provide assistance and logistics for in-house/outside seminar/training/workshops including
∎ purchase of required stationeries, venue booking, transportation, etc.;
∎ If assigned by the supervisor, manage office petty cash/large safe;
∎ Perform other administrative works including but not limited to taking spot inventory of
∎ office supplies, collection of utility bills, air ticketing, procurement of publications/books,
∎ receiving official visitors; and
∎ Any other tasks as assigned by the supervisor.
Additional Requirements:
∎ The HR and Administrative Associate shall have the following qualifications:
∎ Minimum 3 years' experience in HR/Administration.
∎ Previous work on USAID or other donor funded projects required, previous experience with
∎ USAID cooperative agreements preferred.
∎ Good communications skills.
∎ Excellent in English.
∎ Female candidates are strongly encouraged to apply.
Job Source: Bdjobs.com Online Job Posting.
Application Deadline: 15 Dec 2023
Company Information:
∎ 5 Dec 2023
∎ Chemonics International
Category: HR/Org. Development
: Please send an email with your CV and cover letter attached and "HR and Administrative Associate" in the subject line to [email protected] no later than close of business Friday, December 15, 2023. Applications will be reviewed on a rolling basis. No telephone inquiries, please.Finalists will be contacted.
