Job Description

Since 1963 and in 146 countries, ACDI/VOCA has empowered people in developing and transitional nations to succeed in the global economy. Based in Washington, D.C., ACDI/VOCA is a nonprofit international development organization that delivers technical and management assistance in agribusiness, financial services, enterprise development, community development and food security in order to promote broad-based economic growth and vibrant civil society. ACDI/VOCA currently has 44 active projects in 31 countries and total revenues of approximately $176 million.

Admin Officer
 
ACDI/VOCA is currently looking for Admin Officer, based in Dhaka, for the USAID-funded Feed the Future Bangladesh Rice and Diversified Crops Activity (RDC). The activity is a five-year primary mechanism to support productivity and market systems development under USAID/Bangladesh’s FTF strategy, with the objective of improved food security through systemic changes that increase rural incomes and via increased incomes, including women’s income, and incentivized crop diversification to improved nutrition. USAID/Bangladesh’s RDC activity will foster growth and reduce poverty through improving the competitiveness, inclusiveness, and resilience of rice and other selected crops in the FTF Zone of Influence (ZOI) to the benefit of large numbers of men and women and their families in rural households, farms, and market systems.

Responsibilities:

Provides logistical, and administrative support required for the fulfillment of deliverables including management of general services/facilities and logistics. Ensures compliance with all relevant regulations.
The key responsibilities of the Admin Officer will include:

1. Supports the operational management of the project.

• Develop and administer office procedures for accountable, efficient and effective use of office equipment, resources, supplies and operations.
• Support staff compliance with office use policies and procedures. Establish appropriate office policies and procedures.
• Together with Senior Accountant, verify invoices and prepare payment requests for RDC offices’ rents, COP and Director of Finance and Administration apartment rent/service charges/electricity charges, office supplies, services, insurance, utilities and equipment, including payment requests, work orders and other contracted services
• Oversee telecommunications operations and coordinate with IT staff.
• Responsible for office equipment maintenance (phones, generator, AC etc.) and coordinate with IT for IT related maintenance (laptops, desktops, printers, projectors etc.) in Dhaka office and oversee the Field Admin/Finance officers for RDC divisional offices.
• Coordinate with respective departments for any arrangements to be made for events, conferences, and workshops.
• Oversees the cleaning, maintenance, and repair of all facilities including air conditioners, lighting, electricity supply, water and plumbing.
• Responsible for petty cash custody including petty cash disbursements, detail sheet, reconciliation and cash replenishment in Dhaka.
• Responsible for Travel authorization forms for all RDC staff.
• Makes travel bookings for staff through RDC’s contracted air ticketing/airline agencies.
• Responsible for accommodation arrangements/bookings for RDC local staff with contracted vendors and other security cleared hotels.

2. Vehicle Management and Administration

• Oversee use and adherence of agreement of contract with vehicle service provider by supervising daily vehicle log.
• Ensure the authorized drivers provided by vehicle service provider hold a valid driving license and other relevant documents pertaining to the vehicles at all times in the vehicles provided to RDC.
• Monitor and keep track on time of drivers, including any and all justified over time of drivers.
• Oversee the adherence by vehicle service provider for their established mileage-refueling accountable system and vehicle maintenance.
• Oversee management and monitoring of vehicle trips log sheet for RDC Activity which includes coordination of trips with staff by documentation of vehicle request forms.
• Responsible for reviewing the invoice provided by the Vehicle Service Provider and submit it to Accounts due time.

3. Manages the work of assigned group.

• Prioritizes, organizes, distributes, and monitors the flow of work.
• Trains, guides, and advises staff. Ensures adherence to Standards of Conduct, policy manual, and other corporate and applicable policies, procedures, and schedules.
• Makes recommendations concerning employment, termination, performance appraisals, salary actions, and other personnel actions.

4. Maintain Audit ready filing system and files including soft copies of files on share point.

5. Undertakes other duties and projects as may be assigned from time to time.

Knowledge, Skills and Abilities:

• Knowledge of relevant USAID rules and regulations.
• Strong written and verbal communication skills, including demonstrated ability to write required documents in a clear, concise, well-organized manner.
• Demonstrated ability to organize in an atmosphere of multiple projects, shifting priorities, and deadline pressures. Strong mentoring and teambuilding skills.
• Ability to work in a team environment often under tight deadlines.
• Outstanding organizational skills including the ability to multi-task and work well under pressure in a fast-paced team.
• Good planning, administrative, record keeping and filing systems skills. 
• Demonstrated proficiency in Microsoft Office Suite, especially Word, Excel and PowerPoint.
• Fluency in English and Bangla, written and verbal.  
• Accuracy, attention to detail.
• Ability and willingness to travel.

Education and Experience Requirements:

• Bachelor’s degree in business administration, management, or related field. 
• Minimum of five years of progressive work experience in office management, administration, procurement and/or facilities management or equivalent including minimum of two years of supervising staff and minimum of two years of experience working on USAID-funded contracts with experience in USAID regulations, policies and reporting requirements.
• Equivalent combination of education and experience.

Interested applicants are requested to apply on or before June 2nd, 2018. Please email your CV along a Cover letter to jobs@acdivocardc.org . Please mention the title of the position you are applying for in the subject line of the email. No phone calls please. Only shortlisted candidates will be contacted.