Office Support Staff

Job Description

Title: Office Support Staff

Company Name: Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

Vacancy: 1

Age: Na

Job Location: Dhaka

Salary: --

Experience:

• At least 3 years

• Minimum Class VIII passed

• Secondary School Certificate (SSC) is preferred

• At least 3 years

Professional Experience

• Minimum 3 years of working experience in a similar position

Other Knowledge, Additional Competences

• Discipline and punctuality

• Resilience, polite and patience

• Team player and can work under pressure

• Appropriate appearance and attire (i.e. possible uniform, friendly manner with all passengers etc)

• Willingness to improve skills as required by the tasks to be performed –corresponding measures are agreed with management

• The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federal enterprise with worldwide operations. We support the German Government in the field of international cooperation for sustainable development. We are also engaged in international education activities around the globe. Through our work we assist people and societies in shaping their own future and improving living condition.

• GIZ has been working as a development partner of Bangladesh since 1972 under bilateral agreement. Currently, we are working in the areas of renewable energy, adaptation to climate change, textile and leather sector, biodiversity, as well as good governance, displacement, and migration.

• For the team of our “Energy Cluster”, we seek applications for the position “Office Support Staff”.

• Contract Duration: till 31 December 2024 (can be extendable)

• Band: 1

A. Responsibilities

The Office Support Staff is responsible for

• cleanliness and orderliness of the programme and its respective office premises during office hours

• running of official errands and assisting with other office services

• liaising with clients in a service-oriented manner on behalf of the programme by providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area

• performing reception and secretariat services (when required)

Within this context, s/he fulfils the following tasks:

B. Core Scope of Tasks

Office Services

• Clean the office premises, rooms, furniture as required during office hour

• Ensure the availability of supplies in all lavatories

• Assists in the logistical management of meetings, e.g. make sure that the meeting room(s) are prepared

• Ensures the availability of coffee and tea during office hour (as per request)

• Serves coffee and tea to guests and visitors, during meetings, etc., as per request

• Purchases office material, receiving and issuing of office supplies and maintaining primary records as required

Support for Office Administration and Communication

• Opens and closes office carefully as per SOP on daily and timely basis

• Ensures that, all electronic devices are switched-on when office is opened and switched-off when office is closed

• Supports programme logistics, e.g. receipt and dispatch of official letters, courier ser-vices and maintaining records as required

• Provides logistic support to project adviser, national project staffs and consultants during trainings, workshops, seminars & meetings

• Makes photocopies, sends and receives faxes, receive telephone calls and scans documents if and when required

• Maintains office equipment and ensures that the fax and photocopy machines are al-ways filled with toner and paper

• Receives all kinds of invoices and related documents and check the basic requirements of the invoices

• Support for banking transaction, communications, tax deposit etc.

• Maintain security vigilance at office entrance as per security guideline

• Maintain documents and receive and dispatch relevant parcel and letters etc.

• Filling and archiving vouchers and documents in the right place. Also, finding out vouchers/documents as and when required,

• Keeps proper record of regular water and electricity supply. Also, take sub-meter reading of electricity on the 1st working day of each month,

• Maintain attendance and time sheet of daily basis drivers/support workers,

• Purchase small items on emergency basis

• Maintain the office reception desk and inter-locking entrance doors as needed.

General Services

• Reports major damages of office premises and equipment

• Assists in and/or carries out other activities and tasks, as assigned