Office Assistant

Job Description

Title: Office Assistant

Company Name: International Justice Mission

Vacancy: --

Age: Na

Job Location: Dhaka

Salary: Negotiable

Experience:

• At least 3 years
• The applicants should have experience in the following business area(s): NGO

• Higher Secondary

• At least 3 years
• The applicants should have experience in the following business area(s): NGO

Who We Are

International Justice Mission (IJM) is a global leader in protecting vulnerable people from violence around the world. Our team of over 1,200 professionals are at work worldwide in over 30 offices. Together we are on a mission to rescue millions, protect half a billion, and make justice unstoppable.

We are a global community that cares for one another. We believe that the way we work is as important as the results we achieve. We provide professional excellence with joy and celebration to all those we serve.

The Need

For over 25 years, IJM has pioneered the work to protect vulnerable people from violence. 9 out of 9 times in the last decade, IJM’s Justice System Strengthening Projects have reduced slavery and violence between 50 and 85% for very large populations of people in poverty. As we grow to expand our impact to protect 500 million people from violence, we are seeking an Office Assistant who is responsible to assist the administration team to coordinate and implement administrative and logistical aspects of the team’s operations. This position is based in Dhaka and reports to the Head of Business Solutions.

The role is based in Dhaka, but will provide support nationally, including travelling to each of IJM’s future program locations (Khulna, Barisal and Mymensingh).

Responsibilities:

Clerical and Administration:

·       Address Admin tracker requests and make sure that there is no coordination gap with staff and team

·       Ensure all trackers, quarterly reports are managed and all processes in Admin are followed diligently

·       Ensure office maintenance is carried out on a regular basis

·       Ensure storeroom and office supplies are stored in a systematic manner

·       Manage reception area in a professional and cordial manner in adherence to the visitor policy

·       Re-furbish all toiletries, utilities and other office housekeeping requirements on a regular basis

·       Take care of office equipment and ensure maintenance is carried out periodically

Events and Logistics:

·       Plan, manage and ensure the resources required by the office are delivered as per requirement and within timelines

·       Provide support to the team during events and visits.

·       Support logistics for HQ visits and ensure smooth and safe stay while in the city

General Accounting & Statutory Compliance:

·       Ensure all monthly utility bills are paid before the due date

·       Follow Finance processes and requirement to ensure error free and fraud free accounting.

·       Manage and ensure all general Admin accounts are settled within a Turn-around Time (TAT) of 3 working days

General Task:

·       Ensure all travel requests are addressed within a TAT of 1.5 days as per the travel process and finance requirements. Ensure urgent request that come through the weekend are addressed

·       Ensure periodic vehicle maintenance and mileage control. Send quarterly report of the departmental usage and expenditure

·       Ensure small tools inventory for every department is conducted on a monthly basis with the necessary documentation

·       Establish and maintain vendor relations.

·       Manage Driver requests, database and schedules efficiently ensuring they have a healthy work life balance.

·       Manage the external cleaners and make sure the work is efficiently done

·       Carry out an additional portfolio of assignments given by the National Head of Business Solutions.

Qualifications

Education & Experience:

·       The applicant should have a Higher Secondary Certificate (HSC) in any stream

·       Excellent knowledge of written and spoken Bangla & English

·       Relevant experience of at least 3 years in the field

Technical Competencies:   

·       Self-motivated, articulate and able to manage multiple tasks.

·       Basic computer skills

·       Strong ethic of service and a passion for IJM’s goals.

·       Good Interpersonal and communication skills

·       Organized, meticulous attention to detail and disciplined with priorities.

Critical Qualities

·       Professional demeanor and excellent communication skills

·       Willing to take initiative

·       Strong ethic of service and passion for IJM’s mission to bring justice to the poor

·       Genuinely reliable & punctual

·       Works well under stress and sustained positive attitude.

·       Maintain confidentiality of privileged and sensitive information.

Application Process:

Upload Resume & Cover Letter in one PDF document via ‘Apply’ in job advertisement.

IJM holds strict safeguarding principles and a zero tolerance to violations of the Safeguarding

Policy, Protection against Sexual Exploitation, Abuse and Harassment Policy, and Code of Ethics. Candidate selection is based on technical competence, recruitment, selection and hiring criteria subject to assessing the candidate's value congruence and thorough background, police clearance, and reference check processes.