Job Description

Title: Project Operations Support Professional

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

Vacancy: 01

Job Location: Cox's Bazar, Cox's Bazar (Teknaf)

Employment Status: Contractual

Educational Requirements:
∎ Bachelor's in Business Administration (BBA), Management, or any other relevant subject from a reputed university in Bangladesh or abroad

Experience Requirements:
∎ At least 7 year(s)

Job Context:
∎ For the team of our `Supporting Host and Rohingya Communities` (SHRC), we seek applications for the position of "Project Operations Support Professional".
∎ Job Location: Cox`s Bazar and Teknaf
∎ Contract Duration till: June 30, 2022
∎ Possible Contract Starting Date: December 2019
∎ Band: 4A
∎ Scope of Work:
∎ As part of German Technical Cooperation, a project entitled `Supporting Host and Rohingya Communities` (SHRC) has started in 2019. The project aims to contribute to peaceful co-existence and conflict resolution between host communities and displaced Rohingya and to the efforts of the Bangladesh Governments to improve living conditions of the affected host communities. To achieve its goal, the project will cooperate with various governmental and non-governmental partners, as well as with local authorities at the center of the Rohingya community crisis in Cox`s Bazar/Bangladesh. The implementing partner is the Ministry of Disaster Management and Relief (MoDMR).
∎ The Professional for supporting project operations will cover the areas of responsibility of Administration, Finance and Security.

Job Responsibilities:
∎ The Project Operations Support Professional (POSP) is responsible for the below tasks:
∎ Management of project administration, procurement and logistics within the project threshold
∎ Management of the Finances of the project
∎ Esurance of compliance with GIZ Rules and Regulations (PuR)
∎ Focal point for security and risk management
∎ Disciplinary responsibilities for drivers and support staff (band 1)
∎ Core Tasks:
∎ Management of administration, procurement and logistic:
∎ Office, Travel, Event, Facility and Logistics Management:
∎ Manages the mobilization of internal and external resources to support organization of meetings, workshops and other events
∎ Administers all travel arrangements for internal staff members, counterparts, consultants and in-coming visitors; includes managing hotel requests, transport arrangements (flights, cars, public transports, etc) in accordance to GIZ Rules and Regulations (PuR)
∎ Ensures that all travel claims and related documents are processed in time
∎ Directs the driver and support staff and makes sure that respective overtime is distributed timely and adhere to the policies issued by the country office
∎ Ensures that the drivers have updated driving licence, and undergoes necessary trainings (i.e. safe driving, first aid, English language, etc.) in accordance to GIZ BD policy and close collaboration with Country Office
∎ Manages correspondences and ensure that all communications are properly documented, available for retrieval when necessary.
∎ Ensures that the project's internal inventory/asset database is maintained and up to date
∎ Procurement of Goods (Materials & Equipment) and services (Contracts)
∎ Responsible for procurement of goods and services within the project threshold in close collaboration with the Project Manager and Country Office
∎ Supports the Project Manager and other project technical staffs in managing all related administrative procedures
∎ Ensures the correct filing of all relevant correspondence
∎ Follows GIZ rules and regulations (PuR) and SLAs, specific for GIZ Office Bangladesh
∎ Coordinates closely with the GIZ Country Office on relevant administrative issue
∎ Financial management:
∎ Supports the Project Manager in all financial aspects; including planning and monitoring of expenditures in close collaboration with the Country Office
∎ Ensures expenditure forecasting based on expenditure trends and requirements
∎ Assists the Project Manager in synchronizing the expenditure and operational/technical reporting
∎ Monitors contracts and procurements, including settlement of payments and/or bills in time.
∎ Maintain close liaison and coordination with the Country Office, including compliance with internal audits
∎ Security and Risk management:
∎ As part of the project team, the applicant will contribute to the safety and security of GIZ staff, property and operations by working closely with SRM Dhaka to ensure that SRM standards, practices and procedures are followed.
∎ The applicant provides support to GIZ project manager and staff in response to incidents (including staff relocation);
∎ Attends police and interagency security coordination meetings and provides updates to the SRMA Dhaka and the project manager in Cox's Bazar;
∎ Coordinates the staff cascade processes and assist with HRE (Hibernation, Relocation and Evacuation) activities for GIZ staff in Cox's Bazar and Teknaf;
∎ Facilitates the passage of information to SRM Dhaka of incidents that may have an effect on GIZ's safety, security and operations;
∎ Supports SRM to plan and undertake operations whilst adhering to agreed risk reduction principals;
∎ Applies a common-sense pro-active approach to enhancing safety and security for GIZ staff and project. Specifically, the applicant has safety and security foremost in mind, anticipating risks before they emerge and acts to avoid problems.
∎ Other Tasks:
∎ Supervise and coordinate the activities of designated administrative staff (s) and support staffs in the project office.
∎ Ensures that all logistical, financial, IT, SRM Unit and administrative elements of the security management system are in place at project office
∎ Ensure the functionality of all office supplies, internet and telephone services and IT equipment (i.e. internet and mobile connections, PC's laptops, servers, photocopy machines, fax, telephones, etc.) including necessary replacements, payment of bills, etc.
∎ Any other task assigned by the Supervisor, the project manager.

Additional Requirements:
∎ A minimum of 7 years professional experience with reputed national and international organizations
∎ At least 05 years of direct professional experience in a comparable senior position, preferably in bilateral and or multilateral international agencies
∎ Previous job experience in GIZ will be an asset
∎ Experience to work in Cox's Bazar region, especially within the Rohingya support context and with relevant government and international entities is highly desirable
∎ Sensitivity to cultural differences and the ability to work in a wide variety of cultural contexts.
∎ Must be able to demonstrate strong writing, reporting, and situational analysis skills
∎ Fluency in English is essential
∎ Other knowledge, requirements and additional competences:
∎ Readiness to travel at short notice and to work independently in the project areas, even in challenging environments, subject to the strict guidance and clearance from the security and risk management (SRM) advisory from GIZ Bangladesh
∎ Ability to strictly comply with the security and risk management (SRM) arrangements of GIZ Bangladesh applicable for the Cox's Bazar-based national and international project staffs and consultants
∎ Ability to cope up with changing work modalities including remote management of implementing partners and other key stakeholders
∎ Excellent communication and interpersonal skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
∎ Proven negotiation skills with internal and external audiences including in complex and stressful circumstances.
∎ Must be a strong team player, organized and efficient.
∎ Ability to provide advice and support field staff in a consultative manner.

Application Deadline: September 28, 2019

Company Information:
∎ Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
∎ Business : As a service provider with worldwide operations in the field of international cooperation for sustainable development, Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions. GIZ is a public-benefit federal enterprise and supports the German Government as well as many public and private sector clients in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security.

Category: NGO/Development