Position Title, Location & Contract Duration

Administrative Support Officer

1 position, based in CARE Bangladesh Dhaka Office

The duration of the proposed contract is up to December, 2021

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 e 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 Support Officer is responsible for maintaining and preserving all required files, financial documents including Vouchers of Finance Department in an orderly fashion. Also, responsible for various report preparations including preparation of departmental processing PR/SR, etc. Required to make photocopies, handling mails and circulating all Departmental/ Section documents. Assisting the Section Managers and Director Finance in providing with various financial documents as and when required. S/he provides assistance to external & internal auditors by providing vouchers and relevant files as and when required. This position is also responsible to ensure logistics support to the departmental training and workshops.


II. Responsibilities and Tasks:

% of Time

Responsibility # 1: Logistic Support to Finance Meetings, Training and Workshops.

40% of Time

  1. Arrange to book Audit /Training/Workshop/meeting/ Venue and provide necessary logistics support as per requirement.
  2. Documentation and preservation of Training/Workshop outputs.
  3. Prepare Vehicle Requisition Form (VRF) for Finance Personnel and Auditors as and when required.
  4. Put Request for Air ticket and cancellation for the Finance personnel/Auditors as necessary.

 

 

Responsibility # 2: Update the vendor file.

20% of Time

  1. Updates Logbook vendor files on a regular basis from Procurement department (PO), Invoice receipt from Vendors and collect Manual/Electronic GRN for respective Section/Department.

 

Responsibility # 3: Supervision of the Office Helper.

10% of Time

Supervise the activities of the Office Helper in the following areas:

  • Voucher preservation and supply as and when required.
  • Withdrawal and distribution of store materials
  • Photocopying & filing of various documents as and when required by Finance staff.
  • Oversee the cleaning /maintenance work of Finance department including tea corner performed by the Office Helper (s).
  • He/she also assists in logistics supports.

 

Responsibility # 4: Filing of Current documents and Preservation of Old Financial/ Project documents.

10% of Time

  1. Preserve all Old Financial documents such as closed donor’s agreement & reporting files, all financial reports, Audit Reports etc.
  2. Preserve all Field Offices and CBDO Vouchers in an orderly fashion with the assistance of Office Helper(s).
  3. Maintain Fixed Asset purchase file.
  4. Maintain Donor and NGO-AB related files.
  5. Filing of different Meeting Minutes.
  6. Responsible for maintaining all common files (not specific to any section) of Finance Department.
  7. Prepare TAX/VAT certificate for vendor.

 

Responsibility # 5: Procurement of Office supplies and others.

10% of Time

  • Raise PR based on requirement of the Department and Section Heads.
  • Place order to the enlisted vendors for the items within petty cash threshold.
  • Receipt of Goods from vendor and distribute among the concerned staff member.

 

Responsibility # 6: Producing documents and Mailing.

5% of Time

  • Arrange to send mails to Field Offices, CUs, Donors, CHQ and other offices as and when required.
  • Making Photocopies, circulation of all sorts of budget, personnel, administrative and financial reports related documents as per the instruction of Section Managers and Director Finance.
  • Prepare monthly FF&E Report of Finance Department.
  •  Produce, Compose, Compile and Print various reports and documents as and when asked by Director Finance.

 

Responsibility # 7: General.

5% of Time

  • Assist external / internal auditor by providing with different files, documents and vouchers as and when requested.
  • Furnish necessary information /reports/ documents as and when requested by Director Finance.
  • Prepare Repairing Request for all kinds of equipment of the department as and when required.
  • Any others Job assign by supervisor.

 


III.           Reporting to:  

Reports to Director Finance.


IV.          Working Condition:  

The position is based at CARE Bangladesh Dhaka Office.


  • Qualification:
  • Minimum three years working experience in Finance and Administrative job.
  • Bachelor degree preferably in commerce.
  • Competencies should include basic Financial and administrative skills, excellent human relations.
  • Good written and verbal communication skills both in Bangla and English.
  • Good computer skills in word-processing, spreadsheet, Power Point and Access in windows are essential.
  • Drafting letters independently as and when required.
  • Able to maintain systematical filing and record keeping.
  • Core Competencies:
  • Good communication skill in English and Bengali.
  • Ability to work in a team with good interpersonal skills.
  • Ability to prioritize activities, to act and decide promptly.

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, Day Care facilities 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 December 06, 2018. 

Note:

  • CARE 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.
  • Women are particularly encouraged to apply.
  • Any personal persuasion/phone-call will result in disqualification of candidature. We guarantee an interview to disabled candidates who meet the essential criteria.
  • CARE Bangladesh has a non-negotiable policy of ZERO TOLERANCE towards discrimination, harassment and abuse. All employees are expected to abide by the Protection from Sexual Exploitation and Abuse & Child Protection Policy of CARE Bangladesh.
  • 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.