Terms of Reference

Please note that the position of Administrative Officer outlined below is for an anticipated donor funded multi-year project. The issuance and duration of the contract is contingent upon the formal agreement with the donor.

Position : Administrative Officer
Position Type : Long Term Consultant (daily rate basis)
Duration : Three years (anticipated)
Reports to : Administrative and Human Resources Manager
Location : Dhaka

The British Council is the UK's international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with – changing lives by creating opportunities, building connections, and engendering trust. We work with over 100 countries across the world in the fields of arts and culture, English language, education, and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by the Royal Charter and a UK public body.

The British Council has been working in Bangladesh since 1952 and has operational centres in three cities (Dhaka, Sylhet, and Chittagong) with 150 staff. We engage with over 2.5 million people a year. We have three key areas of work - Education and Society, English, and the Arts. Through these areas, we engage with leaders and policymakers in Bangladesh, influencers and opinion formers such as teachers and business leaders, and young people in education or just starting their careers.

About the Project

The anticipated multi-year project aims to support the Government of Bangladesh in addressing challenges related to promoting and ensuring e-governance. Building on the Government's proactive stance towards digital transformation, as evidenced by initiatives such as "Digital Bangladesh 2021" and "Smart Bangladesh 2041," the project seeks to further enhance and amplify these efforts. Despite the progress made, significant impediments remain to fully realising the potential of e-governance and digital public services. These challenges include gaps in connectivity, high prices of computer equipment and internet services, low levels of digital literacy, and fragmented inter-institutional structures. As the government continues its commitment to digitalisation, there is an opportunity to overcome these hurdles and unlock the full benefits of digitalisation, such as enhanced public service delivery, increased transparency, and reduced corruption. Additionally, while Bangladesh's performance in governance indicators may currently trail behind, the government's dedication to inclusive growth and sustainable development provides a strong foundation for collaborative efforts with international partners. Through strategic partnerships and strengthened policy and operational cooperation, the project aims to accelerate digital transformation for the benefit of all citizens, building on the positive momentum generated by the Government's initiatives.

The overall objective of the anticipated project is to improve the transparency, responsiveness, integrity and accountability in public service delivery through enhanced use of e-government tools

and processes based on a human-centric approach, further supported by the following three specific outcomes:

  • Outcome 1, improve digital interaction, coordination and communication between government ministries, agencies and departments.
  • Outcome 2, strengthen the capacities of public sector employees for improved organisational performance and public service delivery.
  • Outcome 3, improve the quality of public services and their delivery for all.

Purpose of the job:

The Administrative Officer will be responsible for providing administrative support and assistance to ensure the smooth and efficient operation of the organisation's administrative functions. The role will involve tasks related to office management, procurement, logistics, and general administrative duties. Reporting to the Administrative and Human Resources Manager, this role entails close collaboration with the Head of Finance, Finance and Grants Officer, and other staff to ensure the timely provision of necessary administrative support.

Number of vacancies: 01

Position Overview: British Council is seeking to engage a qualified and experienced Administrative Officer to fill a long-term consultancy position. The consultant will be engaged on a daily rate basis for a maximum of 220 days per year, with the contract duration not exceeding three years. However, the contract duration may be extended based on project extension. 

Accountabilities, Responsibilities, and Main Duties

  • Oversee day-to-day office operations, including managing office supplies, equipment, and facilities.
  • Coordinate administrative services, such as mail distribution, filing systems, and office maintenance.
  • Assist in the procurement process, including obtaining quotations, preparing purchase orders, and liaising with suppliers.
  • Coordinate logistics for events, meetings, and travel arrangements, including booking venues, transportation, and accommodations.
  • Provide general administrative support to staff, including drafting correspondence, scheduling appointments, and managing calendars.
  • Assist in preparing and distributing documents, reports, and presentations as required.
  • Maintain accurate and up-to-date records and documentation, including employee records, contracts, and financial records.
  • Ensure compliance with relevant policies, procedures, and regulations related to record keeping and documentation.
  • Serve as a point of contact for internal and external stakeholders, responding to inquiries and requests in a timely and professional manner.
  • Coordinate communication between departments and teams, facilitating information sharing and collaboration.

Skills and experiences:

  • A degree or diploma in Business Administration, Management, Office Administration, or a related field.
  • At least five years of experience working in a challenging administrative and facilities environment within an NGO or international development organisation.
  • Experience in office management, including managing office supplies, equipment, facilities, and administrative services.
  • Experience in procurement processes, including obtaining quotations, preparing purchase orders, and coordinating logistics for events and meetings.
  • Experience in maintaining accurate and up-to-date records and documentation, including employee records, contracts, and financial records.
  • Performing any other duties as assigned by the Team Leader or Senior Programme Manager. These duties may vary depending on the needs and priorities of the project and may require flexibility and adaptability.
  • Strong verbal and written communication skills, with the ability to communicate effectively with internal and external stakeholders.
  • Proficiency in using computer software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Teams) and other relevant applications.

How to apply.  

To apply, please submit the following documents via email at recruitment.nfe@britishcouncil.org

  • A cover letter outlining the relevance of your skills and experience to the advertised position.
  • An up-to-date curriculum vitae (CV).
Please ensure to mark the subject line as “Application for Admin Officer”. Note: No hard copy applications will be accepted. Only shortlisted candidates will be contacted for the next stage of the recruitment process.

Closing date: 6 June 2024