Position Title, Location & Contract Duration

Administrative and IT Support Officer

1 position, based in CARE Cox’s Bazar Field Office

The duration of the proposed contract is up to March 31, 2019.

I.             Job Summary:  

CARE is one of the world's leading international humanitarian and development organisations, committed to helping people in poor communities improve their lives and alleviate poverty. Founded in 1945, CARE is working across 94 countries to fight global poverty and marginalization. CARE has been active in Bangladesh since 1949 being one of the largest country offices of CARE. CARE works to help people achieve social and economic well-being, while being among the best in their fields. In CARE put women and girls at the center of our work because we know that we cannot overcome poverty until all people have equal rights and opportunities. CARE Bangladesh is currently shifting towards a program approach, where it has developed longer-term impact visions to have more sustainable changes in the lives of the extreme poor and marginalized.

The Administrative and IT Support Officer is responsible for total management of the administrative and IT support related functions in conjunction with the Office Manager (OM) and ensures the controlling, monitoring and reporting of the Field Office Administrative and IT Operations in compliance with CARE’s Administrative, Asset Management, TSD, IT, HR, Procurement and Safety Security Policies and Procedures. Coordinate the Administrative and IT related issues in the Team Offices, Warehouses and other establishments under the Field Office. S/he will assist the OM to address the Internal Audit recommendations especially on the administrative issues as and when required and will also responsible for the efficient and cost effective use of the resources. As a member of the Program Support team, assist the OM to ensure that CARE’s material resources are equally and effectively utilized by all levels of staff to optimize operation costs and to ensure value for money. He will provide professional development support to his team members and will supervise a group of Field Office support staff. Ensure weekly, monthly, quarterly and ad hoc basis reports submission to proper authority timely as per requirement.

We seek dynamic, innovative thinkers to further reinforce our mission. If you are an experienced professional who not only shares our core beliefs and is aligned with our values but also wants to make a difference, develop and inspire others, drive innovative ideas and deliver results – then we are looking for you!


II. Responsibilities and Tasks:

      % of Time

Responsibility # 1:   Application, Hardware and  Network  Support

           30%

  • Install, configure and troubleshoot computer applications and operating systems
  • (e.g. Microsoft Office, Windows 7, 10 etc.)
  • Ensure proper anti-virus measures on all computers and servers.
  • Ensure user compliance with IT policies & procedures by providing orientation to new users on organization’s IT resource uses, with hand-outs and tips to users.
  • Configure & install new/existing hardware. Troubleshoot existing hardware and accessories, internet and broadband connectivity issues and escalate.
  • Installation, and configuration of network and stand-alone printers, scanners and print servers. Network cabling – implementation, Documentation & Maintenance. Installation, configuration and repair of network equipment, e.g.: Hubs, Switches, routers, AP’s, modems, network cards, etc.
  • Maintain effective liaison with CBDO IT Helpdesk and provide timely feedback and other information. Maintain positive liaison with vendors and monitor external repairs.

 

Responsibility # 2 Inventory Management, handling of Leased properties and asset management

          20%

  • Ensure that all CARE leased premises are competitive with the local market rate in terms of rent and facilities and prepare lease agreement papers with approval from OM and respective CBDO management.
  • Ensure Maintenance and repair works of individual buildings are completed in a timely fashion maintaining standard and quality of work.
  • Prepare and update Field Office FF&E inventory lists regularly. Assign all FF&E items worth US$ 500 and above with BD numbers after reconciliation with PeopleSoft’s “Asset Module”. Ensure and arrange to send all FF&E reports to the CBDO management on a monthly basis. Ensure that local numbered FF&E list for items costing less from US$ 30.00 to 499.99 are also maintained by the assigned ASO at Field Office and kept updated.      
  • Conduct periodical checks of all FF&E and Project Materials items at Field Office /Team Offices/Cluster Offices. Arrange physical checking of FF&E items under the Field office twice in a year. Take appropriate measures for Year-end physical counting of assets as required by the Mission. Arrange to affix BD number and Local number on all FF&E items and ensure regular update of the room wise FF&E lists.
  • Assist OM in arranging the Field Office write-off process of the unused and obsolete FF&E items.

 

Responsibility # 3: Vehicle Management, Generator and Fuel usage.

           15%

 

  • Supervise and guide the Vehicle in Charge (VIC) in prioritizing vehicle assignment and ensuring vehicles are well managed.
  • Review VRFs, reconcile and monitor compliances, ensuring the Trip Ticket information is entered into the ASPIRE regularly and accurately.
  • Ensure all Field Office vehicles, motorcycles and generators are serviced in a timely fashion. Ensure that vehicle and generator fuel usages related activities are properly documented and available for future reference/auditors.
  • Approve and ensure track of fuel purchasing credit slips and spot check fuel station, vehicle log sheets, Trip Tickets to confirm actual measurement of fuel filling, and take action as deemed necessary.
  • Ensure that all vehicles under the Field Office have all required documentation and insurance coverage, and that renewals are done on a timely basis. Ensure that the monthly vehicle reports and depreciation report are regularly done by the VIC to monitor cost effectiveness.
  • Assist the OM in attending to accident cases, involving Field Office vehicles, and in preparing SSIMS reports to send to the NSM in a timely fashion for all security incidents as required by CBDO.

 

Responsibility # 4 General Support Services.

            15%

  • Ensure necessary logistic support for holding meetings, trainings, seminars and workshops in the Field Office or at other venues.
  • Ensure that all utilities i.e. electricity, water, gas and telephone functions are as usual in Field and other offices under the region. Take immediate steps to restore disconnected utilities ASAP liaising with BTCL, PDB, Municipal/City Corporation, Gas company if required to ensure uninterrupted support, keeping the OM informed about the progress. Ensure and update all utilities payments register & files.
  • Ensure that all generators, photocopiers, computers, printers, scanners, Edge modems, PABX Systems, Security Surveillance System and other FF&E appliances under the Field Office are serviced and maintained properly on time.
  • Supervise and follow up of all work requests from Field Office, Team Offices and Warehouses.
  • Assist Office Manager in timely implementation of audit recommendations as endorsed by Management.

 

Responsibility # 5: Accountability and Safety of human and material resources.

          10%

  • Supervise the ASO’s and OH’s to ensure that they carry out their respective responsibilities in a timely fashion adhering to CARE’s policies and also conduct performance management and capacity building of direct reports.
  • Supervise Security Services providers’ personnel, make liaison with their management and follow up guards’ roster. Check and forward Security bill for payment.
  • In consultation with the OM, ensure that the fire-fighting equipment and first aid boxes are adequate at Field Office and all other offices under the region.

 

 

Responsibility # 6: Other IT Related Duties.

            10%

  • Maintain up to date inventory of all IT equipment and software in the respective offices.
  • Proper documentation of all IT processes, as per policy.
  • Monitor and tracking Vendor’s service warranty for the repaired equipment.
  • Monthly IT reporting to IT CBDO.

 


III.           Reporting to:  

Office Manager


IV.          Working Condition:  

The Admin and IT Support Officer will be based at CARE Cox’s Bazar Field Office but may be called upon to travel to other team/hub offices as and when beside scheduled visit.


  • Qualification:
  • Bachelor’s Degree/Diploma in Computer Science or equivalent with Minimum 3 years’ experience in providing direct IT support to users in a medium to large Windows Server LAN environment.

VI.          Core Competencies:

  • Sound knowledge on General Administration, Procurement, logistical activities and Event Management.
  • Ability to plan on optimum use of available resources, ability to ensure Value for Money.
  • Strong verbal and written communication skills in both Bangla and English.
  • Ability to work in a team, motivating and developing teams and contributing to team success.
  • Demonstrated Sound practical knowledge and experience on installation/trouble shooting of windows operating system, standard applications, hardware/communication equipment’s installation/maintenance and troubleshooting. 
  • Proficiency on IT Customer Service.
  • Remote and Phone call support.

Candidates need to be highly motivated and committed to CARE Bangladesh’s vision, mission, and long-term development work to significantly improve the lives of the most vulnerable and marginalized Candidates must be capable of displaying great learning agility, support and encourage knowledge sharing across projects, for the ultimate benefit of all of CARE’s mission wide initiatives.
 

Compensation

Attractive remuneration package will be offered to the really deserving candidate. In addition, CARE offers Provident Fund, Gratuity, Festival Bonus, Leave Encashment, Life and Health Insurance & Working Mother Benefits etc.

Interested candidates meeting the above requirements should apply through CARE Bangladesh’s e-recruitment site: http://www.er-carebangladesh.org/care-recruitment/home on or before May 23, 2018.

Note:

  • Women are particularly encouraged to apply.
  • Any persuasion will disqualify the candidates.
  • Internal and external applicants shall be treated equally in the entire selection process.
  • There is no cost involved with applying for positions with CARE Bangladesh. Any solicitation of job application costs should be regarded as fraudulent.