The Administration Assistant will provide clerical support to colleagues and external partners in various administrative and day-to-day tasks in the DRC Country Office. He/she is expected to look after all kinds of administrative tasks including asset and office car management at the Country Office. Under the supervision of the Head of Support Services, the position will work in close cooperation with the Liaison Coordinator and Country Director.
Duties & Responsibilities:
Core Tasks:
Perform administrative tasks according to DRC guidelines.
Book hotels and flights for DRC staff for national and international travel and meetings.
Receive and send official correspondence and maintain record for it.
Attend and receive phone calls and fax messages to DRC office.
Provide support to various departments in data entry tasks.
Follow up and support with residency and work permits.
Perform ad hoc office tasks.
Ensure and maintain proper cleaning/hygiene for DRC (office/apartment) premises and cleaners management.
Ensure all travelers to/within Bangladesh and international are assisted with visas and travel arrangements e.g., flight booking, hotel booking, transportation etc.
Monitor and track the use of CO supplies, track the short fall and ensure all are properly supplied and on time. Assist in stationery and other consumable supplies within the office.
Monitor the proper use of the office conference room and other meeting rooms.
Coordinate the repair and maintenance services in the office.
Collect and distribute couriers or parcels among employees.
Asset and office car management.
Facilitate utility bills and apartment payments.
Perform additional task as assigned by the Head of Support Services and the Country Director.
Safety:
Comply with all global and location-specific safety rules, policies, and procedures. Report safety incidents, near-misses and other relevant information to the safety team as shall be briefed during onboarding. Failure to adhere to these will be considered a disciplinary offense while it may also leave you, your colleagues and DRC Bangladesh, at risk.
Skills And Experiences:
At least 1 years’ experience in a similar job, preferably in an INGO setting.
Good Knowledge of MS Office package, preferably in MS Excel and internet browsing.
Good communication skills..
Good organizational skills and capacity to work independently and as part of a dynamic team.
Educational Qualifications:
Bachelor’s degree in Business Administration, Public Administration, or related subject.
