ActionAid Bangladesh is looking for suitable candidate for the following position:

Officer - Administration 

Unit                               :              Administration  

Location of posting      :              Dhaka

Types of contract          :              Regular Contract

Number of position     :               1 (one)

Salary and benefits      :               Monthly Gross Salary, with other admissible benefits such as festival bonus, provident fund, gratuity, medical benefit, group life insurance etc.

Key responsibilities include (not limited to)

Procurement of official items (consumable & capital items)

• Procure goods and services within agreed deadline by ensuring the quality.
• Keep updated panel of vendors in various categories.
• Conduct market research to keep update information of relevant goods/materials and services.

Event Management

• Actively involve with program planning of national and International events.
• Maintain a calendar of events and implement a system that enables and anticipates long term planning and effective event management of organisations meetings, conference and events.
• Arrange required logistic support relevant to the program events.
• Work closely with internal and external event planning committees and client groups to define event goals, objectives and specific implementation plans that promote the organisation’s brand.
• Sourcing venues and catering services for outsourcing events and coordinate development of materials to execute a quality event.
• Procure event related goods/materials and services as per need of the client, e.g. food, printing, audio visual, rental items, security support etc.

Assets procurement and management 

• Procure capital items and fixed assets by following the procurement and financial policy.
• Ensure that all fixed assets are numbered, accounted for and fixed assets register is updated.
• Ensure safety and security of all AAB assets.
• Dispose assets by following the policy and compliance.
• Conduct year end/ periodic inventory of capital/noncapital assets.
• Keep up date of insurance policy

Inventory Store Management 

• Make a monthly consumption plan and procure inventory items.
• Make a monthly consumption plan and procure housekeeping and cleaning materials.
• Monitor the consumption of Tea, Coffee, Sugar and procure as needed. Maintain a buffer stock in hand for the same.
• Maintain the store of inventory, stationeries, housekeeping materials and follow store accounting system.

Office Management and Maintenance 

• Organize office operations and procedures as needed.
• Ensure safety and security of the office premises and resources as needed.
• Ensure appropriate front desk operation and support.
• Ensure up keeping of the office and premises including utility services.
• Supervise admin staff as Line Manager.
• Maintain imprest cash for administrative support and petty procurement.

Support to Emergency Response Program 

• Provide emergency logistic support during emergency response work of the office.
• Assist Manager – Administration and work in a Team to procure emergency support items.
• Assist Manager-Administration to review/update procurement guidelines/policy as needed.
• Ensure adequate safety and security measures to the responder during emergency response.  

Relationships

S/he will report to Manager - Administration, of ActionAid Bangladesh. S/he will closely work with the staffs of administration, front desk executives, driver and support staff. S/he will work all Teams/Units/Operation Units of the office. Must be able to communicate, cooperate and cater the services as needed. Maintain liaison with different venues and event management service providers for getting better as well as prompt support from them. Maintain relationship with Government’s service units, e.g. DESA/DESCO, WASA, T & T and Fire Services etc. 

Required qualification and competencies

Education

Graduate preferably in business studies/management from any recognized university. Required standard national /overseas training on effective Administration, Organizational Development, Security Management, Human Security in Conflict & Emergencies and Training on Gender & Development will get preference.

Experience

At least 3 years of relevant working experience in national / international organization preferably INGO / NGO.

Experience in the following relevant area will be treated as advantage

• Procurement of goods, services and capital nature items
• Event management
• Office management
• Logistics management
• Inventory Store management and Asset Management
• Experience on Emergency Response activities

Technical Skills 

• Negotiation skill
• Strategic decision-making skill/ability and quick trouble shooting capacity
• Strong leadership quality
• Understanding and experience on event budget preparation and monitoring
• Knowledge on proper documentation and experience to face internal and external audit 
• Good command in Bangla and English.
• Application Software: Microsoft Office Package

Application instructions

Only those who meet the above requirements are requested to apply following these instructions:

• Last date of application is 23 February 2021. 
• Please visit our Jobs page to submit your application. 

ActionAid Bangladesh aims to attract and select a diverse workforce ensuring equal opportunity to everyone, irrespective of race, age, gender, sexual orientation, HIV status, class, ethnicity, disability, location and religion. Any personal persuasion/phone-call will result in disqualification of candidature.

Any personal persuasion/phone-call will result in disqualification of candidature. ActionAid Bangladesh has a nonnegotiable policy of ZERO TOLERANCE towards Sexual Harassment, Exploitation and Abuse (SHEA) and other Safeguarding concerns (including child abuse and adults at-risk abuse) and expects all employees to abide by the Safeguarding Policies and Code of Conduct of ActionAid Bangladesh. 

N.B: There is no cost involved with applying for positions with ActionAid Bangladesh. Any solicitation of job application costs should be regarded as fraudulent.