Job Description

Title: Senior Admin & HR officer

Company Name: Winrock International

Vacancy: Not specific

Job Location: Dhaka

Employment Status: Full-time

Job Responsibilities:
∎ The Sr. Admin & HR officer is responsible to provide overall assistance and communication support primarily to the COP, DFA and other senior project staff. The Sr. Admin & HR officer will also provide Human Resources support to the project and ensure that the project follows Winrock's HR policies and Government of Bangladesh labor laws.
∎ Specifically, the Sr. Admin & HR officer will:
∎ Undertake such tasks as assigned by his/her supervisor or the COP as required for the project.
∎ Track travel of senior staff and maintain senior staff calendars.
∎ Ensure storage (hardcopy and electronic) and transmission of project documents, personnel files and related materials assist in reports preparation/copying, binding in maintaining the Winrock house style.
∎ Assist in setting up appointments and maintain appointment schedule as required.
∎ Support with filing, documentation, and courier of project documents.
∎ Organize meetings of the project and take note to prepare meeting minutes.
∎ Maintain personnel files; review existing personnel documents, identity missing documents and coordinate with supervisors to ensure all personnel files are up-to-date.
∎ Assist senior staff in conducting recruitment of new staff to include
∎ Preparation of Position Descriptions and Terms of Reference.
∎ Ensure Job Descriptions are approved by Winrock and are posted in BDJOBs or other media.
∎ Under the guidance of the concerned SAFETI staff, prepare long and short lists of received CVs ensuring that all required formalities are followed.
∎ Assist in forming selection committees, attend job interviews and take minutes of those interviews. Ensuing all required formalities are followed. Assist senior staff in development of SAFETI/Winrock staff policy and guidelines for Bangladesh.
∎ Working with the Winrock Country Representative ensure that this document is in line with GOB regulations and follows guidance provided by Winrock Home Office (HO).
∎ Ensure the project follows Winrock guidance and GOB regulations.
∎ WORK SUPERVISION: The Sr. Admin & HR officer will work under the supervision and overall guidance of the Director of Finance and Administration and closely with the COP
∎ Human Resource Management:
∎ Ensure that accurate job descriptions are in place for each position with TOR.
∎ Assist in forming selection committees, attend job interviews and take minutes of those interviews. Ensuing all required formalities are followed. Assist senior staff in development of SAFETI/Winrock staff policy and guidelines for Bangladesh.
∎ Working with the Winrock Country Representative ensure that this document is in line with GOB regulations and follows guidance provided by Winrock HO.
∎ Ensure the project follows Winrock guidance and GOB regulation
∎ Ensure advertisements for vacant staff positions and Schedule, organize and conduct employment interviews and reference checks of possible candidates
∎ Assist senior management for conducting staff annual performance evaluations and Monitor all staffs for performance evaluation on time, update Leave record and Personal file.
∎ Maintain Anti-Terrorism screening master file and report on schedule
∎ Assist Head of HR & Administrator based in Regional Office (RO), Philippines in executing Plan of Action based on the result of Staff satisfaction survey.
∎ Ensure Staff insurance premium with enlisted Insurance company, finalize the claims as per existing staff positions and regular follow-up of settlement claims of staffs according to the agreement.
∎ Expatriate VISA, Travel, event management and logistic support Task:
∎ Work permit, Visa etc. are ensured for expatriates to stay in Bangladesh
∎ Provide information to SB, NSI, DGFI for expatriates stationed in Bangladesh and visitor Bangladesh especially foreigners.
∎ Maintain register/record for submitting all type of bills to account
∎ Arrange accommodation for all international and national visitors/consultant
∎ Facilitated to contract with guest housed for accommodation support and event management
∎ Monitoring/checking service for ensuring quality
∎ Adjust/process all type bill against above arrangement including food and accommodation
∎ Track travel of senior staff and maintain senior staff calendars.
∎ Vehicle Support, National & International air ticketing
∎ Monitor and provide Administrative and logistic support, vehicle management and to field office/program areas as and when require with immediate action.
∎ Assures arrangements for large meetings and conferences, including meeting rooms, meals, ground transportation, clerical support, translation services (if required); etc.
∎ Keep tracking record of advances at district level and ensure liquidation timely.
∎ Any other job as assigned by management of project.
∎ Act promptly and ensures proper and quick support to the expatriates including their residence related problems
∎ Procurement and inventory Management:
∎ Ensure all requisition generated into on time
∎ Ensure invitation of quotation
∎ Collect Procurement plan from the respective regional offices
∎ Issue purchase order as per assigned purchase order, required time from the requester
∎ GRN against all type pf purchase order issued in the systems
∎ All lease/service contract prepared, reviewed and adjusted
∎ Corporate and statutory requirement fulfilled
∎ Lead all procurement and ensure all procurement as per WI and USDA policy.
∎ Make periodical inventory of the assets of the project.
∎ Regular procurement for office and event materials such as signboard, banner, certificate, crest, stationeries, other gifts for participants of training/workshop.
∎ Regular update of office assets inventory after procurement
∎ Staff asset possession management
∎ Keep record of asset handover and take over from staffs
∎ Putting serial tag number with regular update
∎ Communication:
∎ Act as the focal point of internal and external communication of the organizations' head and its units/projects' lead
∎ Register and manage incoming and outgoing calls/correspondences/documents, ensure its confidentiality, convey the messages accordingly and take necessary steps as per the directives of concerned officials
∎ Draft letters, memos, e-mails and other documents and dispatch it following instructions of concerned officials such as the organizations' head and its units/projects' lead
∎ Maintain flow of information and appropriate communication within the purview
∎ Maintain Close communication with NGOAB for approval FD6, Fund release and Audit related tasks as and when require guided by DFA.
∎ Networking:
∎ Coordinate and liaise with partner entities of the organizations and its units/projects
∎ Coordinate visits and activities of collaborators such delegations of other country offices of the organizations and its projects, donors, scholars, government officials, private companies, research and educational Institutions.
∎ Documentation:
∎ Document meeting minutes, reports and presentations as required
∎ Manage and maintain electronic database of files, reports, documents and correspondences
∎ Provide support to the maintenance of the organizations' website by providing available information to upload
∎ Supervision:
∎ Guide and mentor supervisees for smooth functioning of the office of the organizations' head and its units/projects
∎ Ensure staffs attendance, leave and travel of concerned units/projects of the organizations and monthly payroll.
∎ Monitoring support staffs and their activities and evaluated performance on time.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 22 Aug 2021

Company Information:
∎ 17 Aug 2021
∎ Winrock International
∎ Business : Winrock International is a nonprofit organization that works with people around the world to empower the disadvantaged, increase economic opportunity, and sustain natural resources.

Category: NGO/Development