JOB DESCRIPTION

Position Title: Administrative Officer

Reportable to: Program Manager and MER Advisor, Jhpiego Bangladesh

Job Portfolio:

This position is responsible for ensuring efficient administrative support to the projects in terms of office management, procurement, HR related administrative work and other program support functions according to Jhpiego policies and procedures. S/he will also be responsible to provide admin support to Jhpiego staff seating at different offices/partners office. Functions are to be performed in close collaboration with accounting firm, Jhpiego senior management team and Jhpiego headquarters.

DUTIES AND RESPONSIBILITIES:

A. Administrative Support:

  • Ensure implementation of sound administrative systems and processes to ensure smooth functioning of the country office.
  • Provide adequate admin support in organizing program meetings, workshops, seminars, training and or interviews as necessary.
  • Provide assistance to Jhpiego staff, internal and external consultants, researchers, donors and other visitors with information, documents and make necessary coordination.
  • Participate in different program planning meeting as and when needed as per instruction of program management and provide written/verbal feedback
  • Ensure good coordination between program and administration and resolve issues with the support from senior management if any.
  • Assist in official procurement as per Jhpiego policies or in other cases, call for Procurement Committee meeting for decision as needed.  
  • Maintain and update staff personal files at office as applicable

B. Office operations/Logistics management support

  1. Ensures assets and inventories are well maintained and annual physical verifications are undertaken
  2. Ensure maintain records of inventory according to asset classification of Jhpiego policies
  3. Support in preparing office lease agreements and other contracted vendor agreements as applicable.
  4. Facilitate integrity of the procurement process especially the identification and establishment of preferred vendors. 
  5. Ensure correct use of admin/financial monitoring tools like the purchase order log, airfare and airport transfers log, motor vehicle log, etc. on a regular basis.
  6. Ensure necessary logistics for staff travels; provide active support to procure tickets, book hotels, arrange vehicles for field visits, and also coordinate logistics support for Jhpiego’s international visitors as and when needed. 

C. Documentation and organization

  1. Ensure adequate and organized record keeping of all project activities including plans, implementation progress, workshops, supervision visits and training
  2. Maintain standard filing of admin/HR/procurement files as needed and able to share with program management
  3. Support in drafting Govt. orders/letters, invitation letters and deliver/communicate with officials and participants as per plan.
  4. Share records with relevant stakeholders and team members, as needed

D. Communication and Coordination

  • Maintain effective communication with stakeholders, partner and vendors as required
  • Update contacts and mailing addresses stakeholders/partners and vendors time to time as applicable
  • Coordinate with account/finance team, procurement team and follow up the progress and update program management.
  • Coordinate and follow up NGO-AB approval processes with accounting farm and government offices as needed.
  • Maintain effective communication with team members of Jhpiego and provide support as needed.

NOTE:  All staff members of Jhpiego, regardless of the level of their responsibilities are expected to:

  • Model the Jhpiego mission and values
  • Contribute to the knowledge sharing and transfer process
  • Make responsible decisions that result in time and cost containment and clear accountability
  • Participate in multiple teams, adopt team spirit, take responsibility for action items assigned and provide feedback as needed
  • Multitask, be able to manage competing priorities and be able to prioritize in order to meet program and/or organizational objectives

QUALIFICATION, KNOWLEDGE, SKILLS AND ABILITIES:

  • The incumbent should have minimum master degree in any discipline preferably accounting, management, finance, business administration or equivalent.
  • S/he will have minimum of five (5) years of working experience in relevant field and working experience in NGO sector will be an added advantage.
  • Ability to communicate in English both orally and in writing.\
  • Should have working knowledge of computer database applications, word processing and Excel, and MS power point. 
  • Excellent organizational skills, detail-oriented and high degree of accuracy;
  • Excellent interpersonal skills to effectively interact with all levels of staff and partners.
  • Good oral and written communication skills to effectively communicate findings and analyses
  • Be cooperative, hardworking, flexible & dependable.
  • Be of high integrity and have a sense of confidentiality
  • Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization
  • Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.

Application Deadline: 05 June 2018