Upazila Operation and Admin Assistant - SAPLING Project

Job Description

Title: Upazila Operation and Admin Assistant - SAPLING Project

Company Name: Caritas Bangladesh (CB)

Vacancy: 03

Job Location: Bandarban (Bandarban Sadar, Lama, Ruma)

Employment Status: Full-time

Educational Requirements:
∎ Bachelor Degree in relevant subject (B.Com/BBA is preferable) from any recognized university/institution.

Experience Requirements:
∎ At least 2 year(s)

Job Context:
∎ Caritas Bangladesh (CB) is a national and non-profit development organization operating in Bangladesh since 1967. It has its Central Office in Dhaka and eight Regional Offices in Barishal, Chattogram, Dhaka, Dinajpur, Khulna, Mymensingh, Rajshahi and Sylhet. CB is implementing 87 on-going projects covering 209 upazila focusing on six main priorities i.e i) Social Welfare for Vulnerable Communities, ii) Education and Child Development, iii) Nutrition and Health Education, iv) Disaster Management, v) Ecological Conservation and Food Security and vi) Development of Indigenous Peoples.
∎ Caritas Bangladesh is inviting applications from eligible candidates (men and women) to fill up a following position for its Development Food Assistance (DFAP)/ Sustainable Agriculture and Production Linked to Improved Nutrition Status, Resilience and Gender Equity (SAPLING) Project.
∎ SAPLING Project is being implemented in consortium with Catholic Relief Services (CRS) and Helen Keller International- Bangladesh (HKI) and funded by the USAID. The position is based at SAPLING Upazila Office, Bandarban Sadar, Ruma and Lama under Caritas Chattogram Region. The details of the position are given as below:
∎ Job Location: Lama/Ruma/Bandarban Sadar Uz Office at SAPLING Project.
∎ Duration: Short-term period-Initially for 10 months
∎ Job Nature : Contractual/ Temporary
∎ Reports to : Upazila Accountant
∎ Internal working relation:
∎ Regional Director – Caritas Chattogram Region
∎ Program Manager
∎ Accounts Officer
∎ Caritas Financial team
∎ Upazila Coordinator
∎ Upazila Technical Officers
∎ Union Supervisor
∎ District HKI Operation Manager

Job Responsibilities:
∎ ROLE & JOB SUMMARY:
∎ The Upazila Operation and Admin Assistant will be responsible for operation and admin management including procurement of the SAPLING project at Upazila lavel. S/He will work closely with Upazila Coordinator and Upazila Accountant in order to ensure compliance with the financial and operations related policies and procedures of the organization and also the USAID regulations, as stipulated in the project agreement.
∎ OFFICE ADMINISTRATION
∎ Ensuring administrative support to the Upazila team for smooth operations.
∎ Responsible for meeting/training room booking, preparation of bills etc..
∎ Ensure for equipment servicing and repairs when needed as instructed by Upazila Coordinator/Uz Accountant;
∎ Assist to book venue in convenient places following the agreed process for meetings, conferences and workshops of SAPLING project; Ensure that all records are kept safely to comply with the record keeping policy.
∎ PROCUREMENT AND ASSET MANAGEMENT
∎ Responsible for developing monthly Procurement plan of Upazila level.
∎ Prepare relevant all documents of procurement including tender notice, quotation paper, procurement meeting minutes following policy/guideline and ensure items are being procured timely aligned with DIP;
∎ Train the procurement committee of Upazila Offices and the Implementing Partner on procurement, regulations and other admin related issues;
∎ Ensure all the assets are registered, accounted, recorded and warehouse the documents as per the asset management policy;
∎ Responsible of asset disposal as per USAID policy for Caritas and its IPs.
∎ FLEET MANAGEMENT
∎ Maintain and check the vehicle are in good running conditions on regular basis.
∎ Ensure to plan vehicle allocation and additional vehicle renting for smooth operation.
∎ Ensure that all the Vehicles are assigned to staff in line with the procedure established for vehicle allocation.
∎ Responsible for regular checking of Log Books and preparation of bills on use of vehicle where necessary.
∎ Train and Orient drivers on safety if applicable.
∎ SAFETY AND SECURITY
∎ Ensure the office has safety measures for fire and floods.
∎ Ensure all the security guards are oriented and supervised with spot checks.
∎ Lead in the Security guard management and processing all the related bills/ payments.
∎ Support project management in all cases of admin and operation related tasks of SAPLING project guided and instructed by Upazila Coordinator and Upazila Accountant;
∎ Prepare payment to the vendors with proper approval from Upazila Coordinator and/or Program Manager /Regional Director following Caritas Procurement Policy.
∎ Perform any other responsibilities as assigned by the management of Caritas in the greater interest of organization.

Additional Requirements:
∎ Age: Maximum 40 years (as on 18/08/2019)
∎ Minimum 2 years working experience in the similar role in any reputed organizations.
∎ Working experience in CHT especially at Bandarban Hill District will be an advantage.
∎ Experience of working in USAID funded project;.
∎ Computer and internet skills are required.
∎ Strong skills in financial, personnel, and process management.
∎ Should be self-driven and positive to work in a team.
∎ Strong verbal and written English communication skills.

Salary:
∎ Consolidated monthly Salary: Tk. 20,000/- (Taka Twenty thousand)

Application Deadline: August 19, 2019

Company Information:
∎ Caritas Bangladesh (CB)

Category: NGO/Development