Individual Consultant – Administrative Assistant - Bangladesh
Job Description
Title: Individual Consultant – Administrative Assistant - Bangladesh
Company Name: Regional Integrated Multi-Hazard Early Warning System
Vacancy: 1
Job Location: Anywhere in Bangladesh
Employment Status: Full-time, Contractual
Educational Requirements:
∎ Bachelor of Business Administration (BBA) in HRM, Management, Bachelor of Science (BSc) in Development Studies, Social Science
∎ Skills Required: Administration, Coordination, Interpersonal Skills, Liaison With Local Government, Organizational Skills, Project Management, Vendor management
Experience Requirements:
∎ 3 to 5 year(s)
∎ The applicants should have experience in the following area(s):
Administration, Communication, Procurement
Job Responsibilities:
∎ The Administrative Assistant – Bangladesh, based in Dhaka, will report to the CARE Component 1 Project Director, through the Country Program Lead/Country Coordinator – Bangladesh, and with oversight supervision of the Head, RIMES Operations Support Department. The specific tasks include the following:
∎ Human Resource:
∎ Support RIMES Human Resources Department/CARE by participating in screening, testing, and interviewing applicants for CARE positions in Bangladesh
∎ Facilitate orientation activities for new staff by providing staff information packets, reviewing company policies, explaining benefit programs, project activity details, and administrative support required for relevant project activities, among others
∎ Maintain human resources records for staff by documenting the hiring, transfer, termination, change in job classifications, and merit increase dates as well as tracking vacation, sick, and personal time
∎ Administer staff benefit program including medical and life insurance, social security, and others, by advising staff of eligibility, providing application information, assisting with form completion, verifying submissions, and notifying staff of relevant approvals
∎ Document and track human resources actions by completing forms, reports, logs, and records
∎ Set up and schedule meetings for interviewees, hiring managers, employees, and department heads, as needed
∎ Support other relevant work, to contribute to the effective and efficient management of human resources in CARE, as directed by supervisor/s
∎ Administration:
∎ Liaise with government offices for required procedures for project operations in Bangladesh, including, but not limited to, facilitation of requirements for grant of visa to visiting foreign national experts from RIMES CARE Component 1 Team and partner institutions
∎ Assist CARE staff in preparing documentation to support project activities including missions/travels, meetings/workshops/forums, and others relevant
∎ Assist CARE Finance Team in Bangladesh in regularly tracking and updating a summary of project obligations, and in the preparation of documents and completion of processes for clearing/addressing such obligations
∎ Oversee use of, and ensure that, CARE office equipment and supplies are available and usable, and maintain inventory of relevant office equipment, instruments, furniture, etc.
∎ Provide reception duties, such as welcoming visitors, and making/following-up of appointments; and maintain a calendar of work and travel schedules.
∎ Coordinate work with others relevant in the RIMES CARE Team in Bangladesh for daily administrative work; collect and distribute incoming mail; check/ensure the completion and cleanliness of the office; notify the landlord/RIMES of any damages to the office facilities, and manage the transportation needs of staff and visitors.
∎ Procurement, purchasing and contract management:
∎ In coordination with CARE Component 1 Procurement Officer and Procurement Specialist, assist the Country Program Lead/Country Coordinator – Bangladesh, in assessing procurement requirements, preparing procurement plans, draft specifications and initiate procurement processes
∎ Assist in preparing procurement/tender documents for Purchase Requisitions/Requests (PRs), Request for Quotations (RFQs), Request for Proposals (RFPs), Purchase Orders (POs) etc., as required
∎ Assist in evaluating tenders and quotation documents, as and when required
∎ Assist in checking the quality of delivered items, particularly in ascertaining that procured items are delivered properly as per specifications as well as per contract agreement
∎ Assist in facilitating performance evaluation of vendors
∎ Assist in ensuring timely procurement of goods/logistical requirement and services, as may be required
∎ Assist in ensuring that documents on file are up to date on various subjects, including lists of suppliers, contractors, consultants, etc.
Additional Requirements:
∎ Age 25 to 35 years
∎ Demonstrable ability to work effectively with a wide range of people;
∎ Excellent written and verbal communication and interpersonal skills;
∎ Excellent coordination and organizational abilities;
∎ Strong organizational and administrative skills to effectively manage multiple tasks, priorities, and deadlines in a fast-paced environment
∎ Good analytical and problem-solving skills, particularly in identifying and resolving issues in human resources management, administration, and procurement.
∎ Good negotiation abilities;
∎ Ability to coordinate with relevant members of CARE Component 1 Team to facilitate resolution of issues when staff conflicts arise; ability to keep confidential matters confidential; ability to analyze, evaluate, and summarize administrative information/records for accuracy and conformity to procedures, rules, and regulations proficiently in English
∎ Proficient in using Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook
∎ Excellent attention to detail and accuracy in record-keeping, documentation, and reporting
∎ Ability to work effectively and efficiently in a multi-tasking and multi-cultural environment
∎ Demonstrable ability to work individually and as part of a team
Salary: Negotiable
Job Source: Bdjobs.com Online Job Posting.
Application Deadline: 27 Jul 2023
Company Information:
∎ 16 Jul 2023
∎ Regional Integrated Multi-Hazard Early Warning System
∎ Address : RIMES Satellite Office, Mirpur DOHS, Dhaka-1216, Bangladesh
∎ Web : www.rimes.int
∎ Business : The Regional Integrated Multi-Hazard Early Warning System for Africa and Asia (RIMES) is an international and intergovernmental institution, owned and managed by its Member States, for the generation and application of early warning information. RIMES evolved from the efforts of countries in Africa and Asia, in the aftermath of the 2004 Indian Ocean tsunami, to establish a regional early warning system within a multi-hazard framework for the generation and communication of early warning information, and capacity building for preparedness and response to trans-boundary hazards. RIMES was established on 30 April 2009, and was registered with the United Nations on 1 July 2009.
Category: General Management/Admin
: Please mail your detailed CV with cover letter mentioning expected salary & reference from at least 3 referees.
Deadline Expired on 27th Jul 2023
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