Senior Executive - Administration
Job Description
Title: Senior Executive - Administration
Company Name: Bangladesh Youth Leadership Center (BYLC)
Vacancy: Not specific
Job Location: Dhaka
Employment Status: Full-time, Contractual
Educational Requirements:
∎ Master's degree in Development Studies/ Social Science or relevant field with good academic result.
Experience Requirements:
∎ 5 to 7 year(s)
Job Context:
∎ About BYLC: Bangladesh Youth Leadership Center (BYLC), the country`s first leadership institute, exists to build leadership skills in youth from diverse backgrounds, instill values of empathy, tolerance, and inclusiveness in them to jobs and entrepreneurial opportunities. Our goal is to enable our alumni to have a high impact in the public, private and civil sectors. All of BYLC`s efforts aim to strengthen prosperity, justice, and inclusiveness in societies worldwide.
∎ Purpose: The Senior Executive- Administration will work under direct supervision of Manager - Human Resources Management & Development and Administration of BYLC for providing administrative and logistics support through the management of office premises, inventory, safety & security, office vehicles, supervising the office support staff with collaboration of all programmes and departments places in Chattogram, Manikgonj, Gazipur districts. This position will be based in Head office, Dhaka, BYLC.
∎ Duration: 3 years with possibility of extension for further period as per project requirement.
Job Responsibilities:
∎ Desired candidate profile:
∎ Essential Requirements: The Senior Executive- Administration will responsible to ensure the Administration functions for achieving having:
∎ 1) Understanding of design curriculum and facilitation for soft skills training
∎ 2) Strengthen youth leadership through targeted support of local youth-led and youth-serving organizations to promote youth participation as decision-makers and key contributors to individual, household, community, and national well-being.
∎ 3) Strengthen youth systems, in partnership with youth, to provide more coordinated and effective services, practices, and policies that embody the principles of BYLC.
∎ Core responsibilities: Strategic: (10%)
∎ BYLC's Strategies and project goals, policies, plans, and guidelines are properly maintained
∎ Support to enhance on to establish strategies for organizational and institutional development, growth, and sustainability
∎ Initiatives to enhance BYLC's image and leadership role nationally and globally
∎ Institutional and program regulatory approvals and adherence of country laws and regulations
∎ Promote and practice BYLC Values (Integrity, Respect Towards Others, Empathy, Excellence in everything We Do, Continuous Development and Practice Adapting Leadership) at all times
∎ Ensure Safeguard and protection of life and dignity of all associated personnel of BYLC as well as the assets and property.
∎ Operational (80%):
∎ 1. Office Management:
∎ i. Overall Office maintenance
∎ ii. Ensure any requisition/ request by staff regarding office premises issues/ concerns
∎ iii. Ensure front desk mgt./ tasks are properly in place
∎ iv. Ensure office cleaning and seating arrangement are properly in place
∎ v. Ensure a standard official and staff friendly healthy and hygienic environment are in place
∎ vi. Ensure a standard and cost-effective office set up in place
∎ vii. Ensure an inclusive and gender- based office room and washroom set up in place
∎ viii. Ensure that all equipment and furniture are properly handled by the staff and respective
∎ 2. Management & Control of Inventory:
∎ i. Ensure that all inventory items are recorded and accounted for in the register book/ Inventory software;
∎ ii. Regularly verify the existence and condition of inventory items by performing inventory counts during the year.
∎ iii. Ensure that supporting documentation exist for all entries in the inventory register book/ software;
∎ iv. Maintain system that tracks the movement of inventory items between agreed locations and/or use by current staff or visiting delegates from other offices.
∎ v. Ensure that the office has adequate insurance cover for its inventory items as required
∎ vi. Ensure that all inventory items are returned with written documentation and properly archived for future needs
∎ vii. Ensure the annual inventory requisition are properly recorded
∎ viii. Ensure that a vendor list is identify with annual agreements are properly maintained and amended where necessary;
∎ ix. Liaise with the landlord and building manager to ensure that the building is maintained to guarantee a conducive working environment
∎ x. Regularly review and renew office machine rental agreements where necessary
∎ xi. Maintaining lease agreement files and keeping these agreements in a safe place for reference purposes
∎ xii. Issue and maintain lease agreements for tenants;
∎ xiii. Ensure tenants are invoiced on a monthly basis as per signed lease agreements;
∎ 3. Vehicle and Travel Management:
∎ i. Oversee and coordinate travel authorization submissions and travel bookings for staff
∎ ii. Regularly liaise with the preferred travel vendors and attend to service delivery issues or complaints from staff;
∎ iii. Facilitate efficient coordination transport mgt. for staff during official visit requirement
∎ iv. Authorize and coordinate to hire/ tickets of vehicles/ bus/ train for staff;
∎ v. Ensure air ticket, visa for overseas trip for the staff and respective.
∎ 4. Event and Workshops management:
∎ i. Facilitate efficient coordination of conferences, workshops, meetings and travel in accordance with org. policy;
∎ ii. Closely work with Procurement team for ensure venue of the event.
∎ 5. Cell Phone Billing and Management:
∎ i. Ensure that the cell phone bill is updated regularly with names of all the users;
∎ ii. Analyse the cell phone bill account monthly and ensure that staff are billed for private usage and send the analysis to Finance monthly;
∎ iii. All cell phones need to be recorded when issued and proper records of cell phones coming back must be kept;
∎ iv. Send out regular guidance and communication on how cell phone and 3G cards must be used to ensure that users manage their bills correctly;
∎ 6. Management of Staff:
∎ i. Supervise the activities of the Office Supervisor, Office Assistants and Driver
∎ ii. Setting of goals, management of mid-year and annual performance appraisals;
∎ iii. Development and coaching of Admin staff;
∎ iv. Ensure that job descriptions of staff are reviewed annually and updated and discussed, if needed;
∎ v. Ensure that staff are developed so they can serve as a backup for each other on the department.
∎ 7. Safety and Security:
∎ i. Ensure that the office complies with regulations of the Occupational Safety and Health Act (OHS) and ensure that tasks teams are formed and responsible for office security and First Aid;
∎ ii. Ensure that regular safety drills take place;
∎ iii. Ensure that the alarm system is maintained and a rotating schedule is shared for Admin Department to respond to armed response call outs;
∎ iv. Ensure an Emergency Call Tree are in place for all field offices
∎ v. Ensure a Safety and Security Policy/ Emergency Contingency policy are in place in the organization
∎ vi. A First Aid Box with emergency equipment and accessories need to ensure in office premises and office vehicle for all staff.
∎ 8. Regular Office maintenance and renovation:
∎ i. Do needful action for Office interior and exterior
∎ ii. Do needful action for Office renovation tasks
∎ iii. Servicing of official equipment; e.g. AC, Refrigerators, Microwave Oven
∎ iv. Repair any furniture as required.
∎ 9. Admin Policy review and compliance:
∎ i. Review and place to line manager for updating the Admin Policy as and required as per compliance of organization and country law.
∎ People Management and Development (10%):
∎ i. Ensuring a healthy working environment for his/her team members.
∎ ii. Creating awareness among the team members about administrative policy and practices of BYLC's values and ensuring the regular practicing of such values.
∎ iii. Conduct different orientation session on Admin policy and procedures with all staff, partners for ensuring the compliance of Admin policy and SOP
∎ iv. Excellent communication and interpersonal skills to work collaboratively with inter department, program team, and other stakeholders.
Additional Requirements:
∎ Experience: 5-7 years of experience in similar role
∎ Experience in administrative and logistics work support in any NGOs for implementing development project
∎ Experience in administrative, inventory mgt. safety & security management for USAID Funded project is mandatory
∎ Experiences to give administrative support for youth development sector including liaison with GOB and NGOs.
∎ Required technical skills: Good knowledge skills on NGO principles related to administrative compliance and protocols. USAID work modalities will be given preference
∎ Proper arrangement, prioritization and strong bank management skills
∎ Excellent administrative capabilities and managerial skills regarding official documents
∎ Constantly update immediate supervisor on any concern and managing conflict very well.
∎ Decision making process is to be clear, consistent, and transparent
∎ Empathy, Demonstration of universal values, Time Management, Leadership
∎ Non-Violence and Non-Discrimination, Respect toward diversity
∎ Proficiency in managing and supervising staff
∎ Excellent rapport-building skills with youth, staff, community members and government and non- government institutions.
∎ Constantly update immediate supervisor on any concern and managing conflict very well.
∎ Decision making process is to be clear, consistent, and transparent
∎ Written and Oral communication in Bangla and English
∎ Strong computer skills in Microsoft Office Suite, email and the internet
∎ Familiarity with internet- based software systems.
∎ Required Soft Skills: Self-motivated and self-driven individuals with and ability to promote private sector engagement.
∎ Good facilitation skills and documentation experience.
∎ Excellent interpersonal skills, and ability to work effectively with colleagues and partners in a cross-cultural, multi-disciplinary environment.
∎ Willingness to work in flexible hours is a critical requirement for this role.
∎ Should be dedicated to daily task completion.
∎ Solid organizational skills with the ability to juggle multiple tasks, work independently, set priorities, effectively manage time, and staff, and meet deadlines.
Salary:
∎ A Competitive salary as per BYLC policy.
Compensation & Other Benefits:
∎ other benefits will be entitled as per BYLC policy.
Job Source: Bdjobs.com Online Job Posting.
Application Deadline: 29 Oct 2023
Company Information:
∎ 23 Oct 2023
∎ Bangladesh Youth Leadership Center (BYLC)
∎ Address : Medona Tower (Level 11 & 12), 28 Mohakhali, C/A. Dhaka
∎ Business : Bangladesh Youth Leadership Center (BYLC), a registered nonprofit leadership institute, works to build connections among youth from diverse backgrounds, equip them with leadership skills, and enable them to have high impact in public, private, and civil sectors. Conceptualized at Harvard University in 2008, BYLC has brought the best of global leadership education to Bangladesh and made it available to youth who would otherwise not have had the opportunity to receive such world-class leadership education. Drawing on concepts of organizing, communication and leadership taught at Harvard and MIT, BYLC has designed its leadership programs that reach out to diverse segments of youth in different age groups.
Category: General Management/Admin
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