CATHOLIC RELIEF SERVICES

SCOEP OF WORK

Context

On behalf of Catholic Relief Services (CRS) (www.crs.org) Caritas Bangladesh is seeking a qualified professional as a full-time consultant for the position of Administrative Officer (AO).   Catholic Relief Services (CRS) is a US-based relief and development agency working in nearly 100 countries/territories to alleviate poverty and suffering. In Bangladesh, CRS supports vulnerable people through partner organization, Caritas Bangladesh. 

Job Title: Administrative Officer

Reports To: Operations Manager, CRS Bangladesh
Country/Location:  Bangladesh/Dhaka

About CRS:

Catholic Relief Services (CRS) is the official international humanitarian agency based in United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding.  CRS welcomes as staff and partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.

Terms of Reference Summary:

As an Administrative Officer you will coordinate the provision of responsive, effective, and efficient administrative services in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will ensure stewardship of resources, help ensure principled compliance, proactively identify risk issues, and under supervision lead operational improvements.  Your support will ensure effectiveness of our programming and to the people we serve through the application of the principles of stewardship, integrity, transparency, and accountability. 

Primary Responsibilities:

  1. Coordinate and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions;
  2. Help ensure administrative systems, processes, and policies are in line with agency standards and donor and local law regulations;
  3. Engage with relevant external stakeholders (government officials, landlords, service providers, etc.) on assigned administrative matters and help ensure required authorizations and documents are up-to-date;
  4. Coordinate the efficient use of CP assets and rented facilities. Help ensure fully compliant procurement of office materials and asset management systems;
  5. Help identify safety issues and ensuring a safe and sound work environment;
  6. Coordinate the provision of travel and logistics support and services to staff and visitors. Coordinate event planning activities, including delegation visits, trainings and workshops;
  7. Coordinate fully compliant procurement systems and operating procedures. Assess effectiveness and efficiency and recommend improvements. Contribute to ensuring compliance with CRS procurement principles, standards, and policies, donor regulations, and local statutory requirements;
  8. Prepare transactional documents in support of general operations processes and support coordination of transaction processing (e.g. payment requests, travel authorizations, travel advances, visas, petty cash etc.);
  9. Coordinate and support Inventory Management, Visitors’ Tracker sheet, Contracts registers, Staffs’ movement register and all other processes required to ensure effectiveness and efficiency.
  10. Coordinate Guest house management in both Dhaka and Cox Bazar, including safety and security measures in the guest houses, both in Dhaka and Cox Bazar.
  11. Support International Staffs’ housing contracts, safety and security, in both Dhaka and Cox Bazar.
  12. Coordinate efficient fleet management including vehicle mobility, service and maintenance, vehicle safety and security etc. in coordination with Operation Manager (Dhaka) and Emergency Coordinator in Cox’s Bazar;

Emergency Response:

If CRS supports any disaster response, consultants may be called upon to support emergency operations. Willingness and flexibility to perform tasks other than described in this Scope of Work and work longer hours than normal as necessary to complete critical tasks is required.

Typical Background, Experience & Requirements:

Education and Experience

  1. Bachelor’s degree in Business Administration, or related field. Master’s degree preferred;
  2. Minimum of 5 years work experience in administrative management functions, with increasing responsibility. Experience with a local or international NGO a plus;
  3. Experience and proficient skills in MS Windows and MS Office packages (Excel, Word, PowerPoint) and information management systems.

Personal Skills

  1. Good planning, organizational and time management skills
  2. Strong customer service orientation with very good communication and interpersonal skills
  3. Ethical conduct and ability to maintain confidentiality
  4. Proactive, resourceful, solutions-oriented and results-oriented.
  5. Demonstrate Stewardship, Transparency and Accountability

Required Language: Proficiency in Bangla

Desired Foreign Language:  English

Travel Required (include percentage of required travel, if applicable): 40% travel will be needed. The Administrative Officer will be required to travel to Cox’s Bazar, Monpura, Barisal, Dinajpur and Chittagong Hill Tract areas at a minimum, other areas may be added as needed. Travel in these areas can be physically demanding. 
 
Key Working Relationships:

Supervisory: Office Aide, Driver, Security Guard
Internal: Finance Officer, Program and Operation team
External:  Service Providers and vendors, partners, bank, auditors.
 
Agency-wide Competencies (for all CRS Staff):

These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

  1. Trusting Relationships
  2. Stewardship
  3. Professional Growth
  4. Partnership
  5. Accountability

This is a fulltime consultancy and would be renewed each year subject to satisfactory performance of the incumbents and continuity of the Project.

 

Interested candidates should apply by 3 October 2019 with a detailed C.V. stating current professional fees/ salary drawn and expected fees and giving details of three references BD_HR@crs.org . 

The subject line should clearly specify (then name of the position)- “Application for Administrative Officer”. Please apply only if minimum qualification and experiences are met.

Only short-listed candidates will be notified and called for interviews.

CRS is an equal-opportunity employer and does not discriminate on the basis of national origin, caste, religion, race, HIV Status etc. CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation. Qualified female candidates are encouraged to apply.

By applying to this job, the applicant understands and acknowledges that CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, and human trafficking. Further, the applicant understands that if s/he is a successful candidate, s/he will be subject to a comprehensive background check, and their personal/professional references will be asked to evaluate their behaviors related to the above safeguarding-related topics.

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.