Senior Officer-Admin

Job Description

Title: Senior Officer-Admin

Company Name: World Vision Bangladesh Rohingya Crisis Response (WV BRCR)

Vacancy: 1

Location: Cox's Bazar (Cox's Bazar Sadar)

Minimum Salary: Negotiable

Experience:
∎ At least 5 years
∎ The applicants should have experience in the following business area(s):NGO, Development Agency

Published: 19 Jan 2025

Education:
∎ Bachelor/Honors
∎ Bachelor's degree in Business Administration, Public Administration, or a related field

Requirements:

Additional Requirements:
∎ Strong problem-solving, decision-making, and interpersonal skills.
∎ Skilled in effective negotiation, facilitating productive discussions and agreements.
∎ Excellent communication and stakeholder management abilities.
∎ Proficient in budgeting, financial management, and cost control.
∎ Familiarity with relevant policies, standards, and regulations.
∎ Competent in using Microsoft Office programs, including Word, Excel, and PowerPoint.
∎ Ability to work under pressure and meet deadlines.
∎ Strong organizational and multitasking abilities.
∎ Expertise in proposal and report writing, as well as monitoring and budgeting skills.
∎ Demonstrates a flexible worldview, emotional maturity, and physical stamina, with an ability to exhibit an exemplary lifestyle aligned with specific local cultural contexts.
∎ Capable of living and working in challenging remote areas and willing to travel extensively.
∎ Maintains high performance levels despite intense workloads and fast-paced environments.
∎ Deeply committed to World Vision's Core Values and Mission Statement.
∎ Knowledgeable about and adherent to the WV Code of Conduct.
∎ Minimum 5 years of experience in administrative management, asset management, or facilities management with a strong emphasis on donor management.
∎ Humanitarian experience. Previous experience with World Vision, demonstrating alignment with organizational values and operations.
∎ Proven ability to work effectively in diverse cultural contexts.
∎ Strong problem-solving, decision-making, and interpersonal skills.
∎ Skilled in effective negotiation, facilitating productive discussions and agreements.
∎ Excellent communication and stakeholder management abilities.
∎ Proficient in budgeting, financial management, and cost control.
∎ Familiarity with relevant policies, standards, and regulations.
∎ Competent in using Microsoft Office programs, including Word, Excel, and PowerPoint.
∎ Ability to work under pressure and meet deadlines.
∎ Strong organizational and multitasking abilities.
∎ Expertise in proposal and report writing, as well as monitoring and budgeting skills.
∎ Demonstrates a flexible worldview, emotional maturity, and physical stamina, with an ability to exhibit an exemplary lifestyle aligned with specific local cultural contexts.
∎ Capable of living and working in challenging remote areas and willing to travel extensively.
∎ Maintains high performance levels despite intense workloads and fast-paced environments.
∎ Deeply committed to World Vision's Core Values and Mission Statement.
∎ Knowledgeable about and adherent to the WV Code of Conduct.
∎ Minimum 5 years of experience in administrative management, asset management, or facilities management with a strong emphasis on donor management.
∎ Humanitarian experience. Previous experience with World Vision, demonstrating alignment with organizational values and operations.
∎ Proven ability to work effectively in diverse cultural contexts.

Responsibilities & Context:
∎ The Senior Officer - Administration is tasked with providing operational oversight across a comprehensive array of essential administrative functions within the organization. This role is critical for ensuring the efficient and effective management of office administration, fleet, facilities, event coordination, supplies and inventory, contract management, and guest management.
∎ The Senior Officer will implement policies, procedures, and systems designed to streamline workflows and optimize resource utilization, thereby delivering exceptional service to both internal and external stakeholders. A strong focus on process improvement and cross-functional collaboration is essential, as is the ability to align administrative operations with the organization's overarching goals and objectives.
∎ In addition, the Senior Officer - Administration acts as a vital link between various departments, fostering synergies and ensuring the seamless integration of administrative support, which is crucial for the organization's overall success.
∎ Efficient management of administrative functions to ensure smooth operations. Effective management and maintenance of the vehicle fleet to maximize efficiency and minimize costs. Ensure that facilities are well-maintained and compliant with safety regulations. Implementation of systems for tracking assets throughout their lifecycle. Effective negotiation and management of contracts with vendors and service providers ensuring compliance with contract terms and conditions. Streamlined procurement processes to ensure timely supply of materials and regular analysis of inventory costs and implementing measures to control expenses. Provide comprehensive reports to senior management on operations, challenges, and achievements. Maintain a good relationship among relevant service providers and ensure quality service to the visitors.
∎ Ensured compliance with WVI policies and donor regulations while maintaining and updating assets and contracts-
∎ Administrative Management: Develop and implement administrative policies, procedures, and systems to streamline workflows and optimize resource utilization. Ensure compliance with organizational policies, standards, donor regulations, and best practices across all administrative areas. Support field offices in adhering to administrative policies and procedures. Oversee general administrative services such aa document management, and archiving.
∎ Asset Management: Maintain accurate inventory and records of organizational assets, including periodic physical verification. Update assets in ATS and maintain well organized record in systems. Facilitate the disposal and sale of obsolete assets as per policy. Implement robust asset tracking and movement control systems.
∎ Contract Management: Oversee the administration and compliance of organizational contracts, ensuring timely renewals and adherence to terms. Collaborate with relevant departments to facilitate contract negotiations and amendments. Maintain a centralized repository of all active and expired contracts. Ensured financial accountability and timely reporting of petty cash
∎ Financial Management: Ensure timely payment of utility bills, office rents and supplier invoices, maintaining good financial accountability.
∎ Monitor costs and expenses to assist in budget preparation.
∎ Petty Cash Management: Oversee the petty cash system, including maintaining accurate records, processing reimbursements, and ensuring proper documentation. Reconcile petty cash accounts and replenish funds as needed. Implement controls and procedures to ensure the integrity of the petty cash system.
∎ Ensured and maintained the fleet in an organized manner, adhering to safety and fleet policies-
∎ Fleet Management: Ensure proper management of fleet operations, including monitoring fleet assets, managing drivers, and ensuring compliance with local traffic and transport regulations. Establish and enforce fleet safety and security policies and procedures. Submit detailed monthly reports on fleet management, including log sheets, fuel usage, and maintenance coordination.
∎ Improved staff satisfaction by maintaining a neat and tidy office environment, while ensuring smooth and amicable service for guests and participants-
∎ Facilities Management: Oversee facilities services, maintenance activities, and tradespersons, ensuring all office utilities are functioning properly.
∎ Guest Management: Arrange accommodation, transportation, foods and logistics for visiting guests and stakeholders. Support events such as workshops, meetings, and seminars, ensuring technical and logistical elements are met.
∎ Event Management: Support the organization of various organizational events. Innovate and implement creative ideas for event planning and execution.
∎ Established efficient systems for the storage and distribution of supplies, ensuring maximum utilization of resources-
∎ Supplies and Inventory Management:      Monitor inventory levels of office supplies and equipment, initiating procurement requests within budgetary limits. Manage the storage, distribution, and control of organizational supplies and materials.
∎ Ensured timely the delivery of error-free reports while maintaining compliance-
∎ Reporting and Compliance: Ensure adherence to all relevant organizational policies, procedures, and regulatory requirements. Prepare and submit timely reports on administrative activities, asset management, fleet operations, and other relevant areas.

Compensation & Other Benefits:
∎ Mobile bill, Medical allowance, Weekly 2 holidays, Insurance, Gratuity, Provident fund
∎ Festival Bonus: 1

Employment Status: Full Time

Job Location: Cox's Bazar (Cox's Bazar Sadar)

Company Information:
∎ World Vision Bangladesh Rohingya Crisis Response (WV BRCR)
∎ Sayeman Heritage Residence, Second Floor, Block - B, Sayeman Road, Baharchora, Cox's Bazar -4700
∎ World Vision (WV) is an established international Christian humanitarian development and advocacy organization dedicated for working with children, families and their communities worldwide to reach their fullest potential by tackling the causes of poverty & injustice. It serves all people regardless of religion, race, ethnicity, gender or ability.

World Vision is committed to first do no harm to children or adult beneficiaries, to respect the rights of all beneficiaries, and to uphold the best interests of children as a primary consideration in all actions and decisions; accordingly all the recruits will go through specific checks and compliance procedures in accordance to its Child and Adult Safeguarding Policy.

World Vision Bangladesh has zero tolerance towards incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with our work. World Vision Bangladesh as Child Safe Organization discourages anyone to apply with prior record of conviction related with child neglect, abuse and exploitation.

Women & Persons with Disability are highly encouraged to apply.

Address::
∎ Sayeman Heritage Residence, Second Floor, Block - B, Sayeman Road, Baharchora, Cox's Bazar -4700
∎ World Vision (WV) is an established international Christian humanitarian development and advocacy organization dedicated for working with children, families and their communities worldwide to reach their fullest potential by tackling the causes of poverty & injustice. It serves all people regardless of religion, race, ethnicity, gender or ability.World Vision is committed to first do no harm to children or adult beneficiaries, to respect the rights of all beneficiaries, and to uphold the best interests of children as a primary consideration in all actions and decisions; accordingly all the recruits will go through specific checks and compliance procedures in accordance to its Child and Adult Safeguarding Policy.World Vision Bangladesh has zero tolerance towards incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with our work. World Vision Bangladesh as Child Safe Organization discourages anyone to apply with prior record of conviction related with child neglect, abuse and exploitation.Women & Persons with Disability are highly encouraged to apply.

Read Before Apply: Please apply only who are fulfilling all the requirements of this job

Application Deadline: 29 Jan 2025

Category: NGO/Development