icddr,b is a Bangladesh-based international health research institute that strives to solve key public health problems through high-quality scientific research and innovation. Established 60 years ago, we continue to provide life-saving services to the people of Bangladesh, and to nurture the next generation of global health leaders.

Coordination Manager
Dhaka

Applications from women and people with disabilities are strongly encouraged.

icddr,b invites applications from suitable candidates for the position of Coordination Manager in the Maternal and Child Health Division (MCHD) for a project funded by the Department of Foreign Affairs, Trade, and Development (DFATD). The appointment will be made on Fixed Term basis for 2 years which is renewable depending on performance and availability of funds.

Position description: 

The Advancing Sexual and Reproductive Health and Rights (AdSEARCH) project of icddr,b aims to improve sexual and reproductive health (SRH) outcomes and realise rights among different population groups with distinct SRH needs in Bangladesh. To be implemented by researchers from different divisions of icddr,b, this research project will explore, understand, and assess some key components of SRHR among different population groups who have the highest-burden, distinct needs and vulnerabilities. These groups include adolescents and young adults, newly married couples, pregnant women, neonates and under-five children, women working in the RMG sector and key population for their particular vulnerability and/or marginalization. The project will be focusing on generating new evidence related to family planning, abortion, post-abortion care, STI/RTIs, and reproductive cancers and maternal and neonatal health.

Reporting to the Project Coordinator, AdSEARCH, the Coordination Manager will be required to coordinate with different project thematic leads and activities leads, liaison with the GoB officials and other related partners for smooth administrative implementation of AdSEARCH. S/he will support all project teams in project related administrative functions including human resources, procurement, project related budget and finance functions and coordinating work related meetings, seminars, and travels. S/he must have strong critical thinking skills, ability to identify substantive problems that threaten the project activities, and creative capacity to resolve these problems. S/he should be proactive, dynamic, and capable of working independently.

Duties and responsibilities

Project Administration and Coordination:

• Provide support/information to AdSEARCH core team (Project Director/Deputy Project Director/Project Coordinator/Technical Coordinator) on administrative issues;
• Oversee office management and ensure proper maintenance for smooth office functioning;
• Coordinate with Project Management Team (PMT), project activity leads and their teams for collecting and compiling project/activity reports, project information, annual report, publication status and other requirements of the project office(s);
• Maintain coordination with other thematic leads and activity leads’ offices;
• Track project-related administrative requests (e.g. budget updating, procurement, Human Resources related issues);
• Liaison directly with service teams (e.g. Finance, Supply Chain Management, Legal, and HR) to execute project activity teams requests;
• Follow-up for completion of assigned tasks;
• Coordination for arranging meetings and field trips for project staff;
• Coordination with external and internal stakeholders;
• Review and advise finance to make any required adjustments;
• Review reconciliation of revolving fund/petty cash and provide approvals;
• Process expenditure bills and vouchers for reimbursement;
• Ensure vehicle management and maintenance of the project;
• Represent the activity in various executive body meetings like Administrative Council, communication partners, FMS meeting etc. along with any other central meetings.
• Ensure all project related donor’s and icddr,b policies and procedures are followed in implementing project activities.

 Requisition and Document Management:

• Process stock and non-stock item requisition, oversee transport requisition and air travel and HR requisition;
• Resolve unsolved matters after discussion with project leadership;
• Track accuracy and closure of internal requisitions;
• Systematically maintain project document management system which includes hard copy and electronic filing (working papers files, reference materials and confidential records as required), audit reports, reports to various committees, maintenance of information on shared drive, budget, correspondences, etc.

 Inventory and Resource Management:

• Organize and coordinate HR and logistic activities of the project i.e. recruitment of required staff, transportation, food arrangement, venue selection etc.;
• Capture fixed asset information (issue date, assigned user, assigned location, cost etc.) on procurement of fixed assets for the project;
• Coordinate asset management issues with Finance and maintain asset record of capital and track assets;
• Ensure store management with proper inventory and assurance of supplies.

Project Implementation:

• Coordinate with Project Management Team and project activity leads to seek allocation of the budget according to the plan of requisition;
• Direct team to raise requisitions against plan and execute on time;
• Secure financial and non-financial resources and track consumptions;
• Support project coordinator to hire staff, process salaries, update budgets, arrange transport and other logistics etc;
• Initiate procurement of necessary items;
• Coordinate with PIs for specifications and provide them to support teams for procurement;
• Analysis of procurement Comparative Statement and reach to a conclusion;
• Interface between PIs and support departments for effective execution of requisitions raised;
• Oversee mobile and internet management of project office;
• Provide training to new hires/scientists on the administrative processes of the project;
• Coordinate with respective PIs and HR personnel to monitor the completion of PMDS for project employees.
• Keeping track and update time sheet information of all project related staff in centre time sheet management software.

Event Management:

• Organize appropriate events as and when required by the project management team;
• Plan and organize international/national level conferences, training, workshop, seminar, symposium and provide all administrative and management support in order to manage every events effectively;
• Process for event advances on time.

People Management:

• Interview candidates and make hiring recommendations;
• Promote a spirit of collegiality and gender diversity amongst team members and in the organization;
• Encourage team members to collaborate across areas;
• Address and resolve any diversity-related issues;
• Set goals and conduct appraisals for the team;
• Set high standards and confront poor performance where needed;
• Mentor young professionals and prepare them for higher responsibilities in the administrative domain;
• Take appropriate actions to manage poor performance (such as creating performance improvement plans, coaching, training, job rotations, planning separations from icddr,b).

Education and relevant experience:

• Master’s in Business Administration preferably major in Finance/ Human Resource/ Management with excellent academic record from the reputed university;
• At least 8 years of relevant working experience in administrative domain with strong interpersonal and excellent communication and writing skills in English.

Competencies:

Core

Innovation

• Excellent analytical and abstract reasoning skills;
• Ability to make new and useful ideas work;
• Ability to persuade others to follow;
• Ability to deal with ambiguity;

 People Management

• Ability to improve performance and satisfaction;
• Demonstrated leadership ability and team management;
• Excellent interpersonal skills, including the ability to build consensus and resolve conflicts;

 Communication

• Ability to listen, adapt, persuade and transform;
• Excellent written and oral communication and presentation skills;
• Fluency in English and proficiency in Bangla;

  Delivery

• Excellent organization skills;
• Ability to get things done while exercising good judgment;
• Possesses a drive for excellence;
• Superior decision-making skills;

Technical/Functional

• In-depth knowledge of administrative policies and procedures
• Proven skills in budgeting and expenditure monitoring
• Knowledge on regulatory compliance, audit and contracts management
• Excellent knowledge on Asset Management and Maintenance, and office administration
• In-depth experience on training/event/workshop management
• Skills on logistics, procurement, sourcing, and inventory management
• Skills on IT services, ERP system, and application

Duty station - Dhaka

No. of vacancy – 01 post

Salary - Annual Tk. 1,662,920/ -inclusive of house rent and conveyance allowances and other admissible benefits.

Benefits/facilities: 14.8% provident fund contribution, income tax paid by icddr,b, children allowance @Tk.1,917/- per child per month, festival bonus, contributory healthcare support including dependent spouse and children, group life insurance and subsidized canteen. Transport and daycare facilities are subject to space availability.

Interested candidates who fulfill the requirements should submit online applications using icddr,b website: https://career.icddrb.org by January 15, 2022. Internal candidates must mention their Identification Number in the application and their performance appraisal of last 3 years will be evaluated.