Scope of Work

Overview:

Jhpiego seeks an Administrative Coordinator to provide support in the areas of vendor management, contracts, purchasing, travel, and document compilation, drafting letters and invitation, editing and proof reading of documents for Jhpiego Bangladesh country office.

Responsibilities:

• Manage overall uptake of office, responsible for organizing and managing the physical condition of the office space, office equipment, IT equipment, mails, security, etc.
• Prepare contractual documents for approval and signature and follow up of contract expiration and notify for timely action
• Coordinate ordering and shipping of materials to support program activities (with Baltimore, as needed)
• Coordinate procurement with Bangladesh and Baltimore staff, clear Jhpiego shipments/equipment through customs and tax exemptions
• Draft/compile program documents, letters, invitations and correspondence as needed
• Collaborate with financial staff in the review, processing and reconciling of invoices and payment documentation
• Follow up with pending NGOAB applications as necessary under the direction of the Finance & Government Relations Manager
• Schedule and support visitors and coordinate field visits/meetings
• Provide admin and logistics support for trainings, events, workshops, meeting and other program activities as needed
• Coordinate meetings including preparing meeting materials, managing the Audio/Visual system, taking notes and organizing catering and venue etc.
• Maintain program files both hard and soft copies for ready records
• Prepare and update vendor list and stakeholders contacts quarterly basis and share with program staff as and when needed.
• Maintain and administer inventory system of Jhpiego/Bangladesh’s office equipment, materials and supplies
• Support the preparation and management of proposals as needed
• Other tasks as identified by the supervisor
• Maintain JHPIEGO administrative policies and procedures at the country level
• Ability to supervise and mentor support staff

Qualifications and Requirements

• Bachelor degree in Business Administration or related field is required
• Minimum 5+ years’ administrative experience in NGOs or INGOs
• Knowledge of administrative processes and approaches
• Knowledge and experience working with the NGOAB and related sectors of government
• Understanding of basic contract issues
• Past experience supervising support staff
• Proficiency in writing and editing letters, reports and documents
• Ability to interact skillfully and diplomatically with numerous counterparts, both domestically and internationally
• Fluent in English
• Strong decision-making skills and results-oriented approach
• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
• Comfortable with a team approach to programming and the ability to manage several major activities simultaneously
• Proficiency in MS Office (word, excel, power point) and Office 365

Application Deadline: January 25, 2019