Office Secretary

Job Description

Title: Office Secretary

Company Name: BCVOA

Vacancy: 01

Age: 30 to 60 years

Job Location: Dhaka

Salary: Negotiable

Experience:

• 10 to 15 years
• The applicants should have experience in the following business area(s): Shipping

• Bachelor/Honors

• 10 to 15 years
• The applicants should have experience in the following business area(s): Shipping

• Age 30 to 60 years
• Only Male

Bangladesh Cargo Vessel Owners’ Association (BCVOA)

Position: Office Secretary

Bangladesh Cargo Vessel Owners’ Association (BCVOA) is seeking an experienced, responsible, and capable Office Secretary to oversee and coordinate the Association’s day-to-day administrative activities, member services, government liaison, official correspondence, and organizational affairs.

Key Responsibilities

• Manage and coordinate the day-to-day administrative and official activities of the Association.

• Prepare official letters, applications, memorandums, notices, reports, representations, and other documents as directed by the President, Secretary General, and Executive Committee.

• Maintain regular communication and follow-up with the Ministry of Shipping, Department of Shipping, BIWTA, Chattogram Port Authority, BWTCC, and other relevant government and private organizations.

• Collect, maintain, and follow up on government circulars, notifications, gazettes, policies, meeting notices, and relevant official decisions.

• Coordinate the activities of various committees, sub-committees, policy initiatives, meetings, hearings, workshops, and government meetings of the Association.

• Receive, document, and follow up on issues raised by member vessel owners, including freight/rate-related matters, outstanding payments, vessel operations, cargo transportation, regulatory issues, and other industry-related concerns.

• Arrange meetings with government authorities and relevant stakeholders, prepare agendas, record meeting minutes, and follow up on decisions taken.

• Maintain and regularly update the Association’s membership records, databases, correspondence, and official documents.

• Assist in preparing and submitting representations, memorandums, applications, policy proposals, and other submissions to relevant authorities on behalf of the Association.

• Maintain effective communication and coordination with government agencies, business associations, industry bodies, port authorities, shipping-related organizations, and other stakeholders.

• Coordinate the official arrangements for AGM, EGM, Executive Committee Meetings, Press Briefings, seminars, and other Association programs.

• Visit government offices and relevant authorities when necessary to follow up on files, applications, letters, meetings, and other official matters.

• Ensure proper filing and record-keeping of important correspondence, government communications, meeting minutes, decisions, and other Association documents.

• Collect and compile information on issues affecting the interests of member vessel owners and provide necessary updates to the President, Secretary General, and Executive Committee.

• Provide administrative and organizational support to the President, Secretary General, and Executive Committee.

• Perform any other duties assigned by the competent authority in connection with the activities of the Association.

Educational Qualification & Experience

• Minimum Bachelor’s Degree from a recognized university.

• 10–15 years of relevant professional experience is required.

• Candidates with experience in a Trade Association, Business Association, Chamber, Shipping/Maritime Organization, or similar organization will be given preference.

• Candidates having previous experience as a Secretary, Personal Secretary, Office Secretary, Administrative Officer, or in a similar position in a Government Office, Ministry, Department, or Government Organization will receive additional preference.

• Experience in the shipping, inland water transport, port, cargo transportation, or lighter vessel sector will be considered an added advantage.

• Practical knowledge of government office procedures, official correspondence, file processing, and follow-up is required.

• Computer knowledge is mandatory. Candidates must be proficient in MS Word, MS Excel, PowerPoint, E-mail, Internet, and other commonly used office applications.

• Strong ability to prepare official correspondence, applications, memorandums, notices, reports, and other documents in both Bangla and English.

• Excellent communication and interpersonal skills with government officials, vessel owners, Association members, business representatives, and other stakeholders.

• Must be responsible, trustworthy, well-organized, punctual, and capable of working under pressure while maintaining confidentiality.

Age

35–50 years

Age may be relaxed for highly experienced and qualified candidates.

Salary & Benefits

Salary: Negotiable

Salary and other benefits will be determined based on the candidate’s qualifications, professional experience, skills, and particularly relevant experience in government ministries/departments, trade associations, or the shipping sector.