Young Professional (YP) - Administration

Job Description

Title: Young Professional (YP) - Administration

Company Name: HELVETAS Swiss Intercooperation Bangladesh

Vacancy: 1

Age: Na

Job Location: Dhaka

Salary: Tk. 30000 - 35000 (Monthly)

Experience:

• At most 1 year
• The applicants should have experience in the following business area(s): NGO, Development Agency
• Freshers are also encouraged to apply.

• Bachelor of Business Administration (BBA)

• Bachelor’s degree in Business Administration, Management, or a related field.

• At most 1 year
• The applicants should have experience in the following business area(s): NGO, Development Agency
• Freshers are also encouraged to apply.

• Fresh graduates or candidates with up to 1 year of relevant experience in reception or administration are encouraged to apply.

Skills & Competencies:

• Basic knowledge of office administration, logistics, or procurement is an advantage.

• Proficiency in MS Office (Word, Excel, Outlook) and willingness to quickly learn new systems.

• Good written and verbal communication skills in Bangla and English.

• Ability to work in a team and adapt quickly

• Integrity, accountability, and a strong learning mindset.

• Strong communication skills in Bangla and English (written and spoken).

• Strong analytical skills, proactiveness, creativity, positive attitude, and ability to work under pressure to meet deadlines.

Behavioral Competencies:

• Professional and service-oriented mindset

• Clear and polite communication

• Teamwork and collaboration

• Flexibility and adaptability

• Strong attention to detail

• Integrity and confidentiality

• Eagerness to learn and grow

HELVETAS Swiss Intercooperation is a development organization anchored in Switzerland. Our vision is a just world in which all men and women determine the course of their lives in dignity and security, sustainably using environmental resources. The promotion of good governance and gender equality, and social equity is an integral part of the overall organizational policy of HELVETAS Swiss Intercooperation, through which we seek to ensure that our organizational culture and practice reflect our commitment to social change.

The Young Professional – Administration will provide front desk and reception support, manage visitors and office logistics, and assist with day-to-day operations to ensure a smooth, safe, and efficient working environment.

The key responsibilities for this role may include the following but are not limited to:

Key Responsibilities:

1. Front Office & Visitor Management

• Welcome and receive visitors, vendors, and national staff professionally at the front desk.

• Maintain visitor and vendor registers, including issuing temporary ID cards.

• Handle incoming calls (PBX, mobile, intercom), mail, and courier management.

• Assist international staff and visitors upon arrival to office.

• Update and maintain contact lists and address directories for PNGOs, donor agencies, and embassies.

2. Logistics & Travel Support

• Coordinate logistics for meetings, workshops, trainings, and staff retreats; maintain documents for payments or settlements.

• Assign office vehicles (company vehicles, Uber, rented cars) for local and field movements according to approved travel plans.

• Assist line manager to book domestic air tickets for field visits of staff.

• Assist with travel arrangements for local and international visitors (accommodation, transport, communication, ticketing, facilities, equipment, etc.).

• Support the rollout and regular updating of the travel management system.

3. Office Facility & Maintenance

• Conduct monthly inspections of the office premises and ensure proper maintenance of facilities (AC, photocopiers, printers, scanners, electronics, etc.).

• Assist line manager to monitor office floors weekly, record observations, and coordinate with cleaners and support staff.

• Assist line manager for minor repairs, maintenance, and office improvement initiatives.

• Monitor office cleanliness and hygiene standards; check the first aid box monthly and arrange emergency medicine procurement.

4. Inventory Management & Procurement Support

• Monitor office store stock levels, initiate purchases, update inventory records, and verify received goods (GRN process).

• Maintain office assets: register new items, track maintenance/repairs, and update the inventory system.

• Support low-value procurement activities: prepare ToRs, PRFs, conduct market surveys, and assist in small purchases.

• Process airtime recharges for country office staff communication.

We offer you

• A 12-month internship contract (extendable based on funding availability and performance) with a monthly consolidated salary in the range of BDT 30,000 – BDT 35,000 CTC (may vary based on experience and current remuneration), along with other admissible benefits. Other benefits include travel allowance, HELVETAS public holidays, 2 days of the weekend, paid annual leave of 25 days and 15 days of sick leave.