Admin Team Leader

Contract

This is a DRC - National contract. More about DRC - National contracts.

The Danish Refugee Council (DRC), one of the world’s leading NGOs, with a focus on responding to displacement, have been registered in Bangladesh since 2013. In 2017, in response to the Rohingya influx, DRC launched an integrated program of support to the government in site management, shelter/NFI and protection. In 2018, DRC started implementing aid projects in support of the host communities most affected by the influx of refugees. As a key part of this, DRC opened a main office in Cox’s Bazar, and a support/liaison office in Dhaka.

POSITION PROFILE

This position will work directly with the HR and Admin Manager and perform associated administrative and operational responsibilities. This role is critical to helping the organization to manage day to day office and International Guest House management and maintenance, office inventory management and proper disbursement and support high-level organizational priorities involving support team.

The successful candidate will be a well-organized, self-starting generalist that exhibits energy and a pro-active passion for generating a polished and accurate work product. This individual must be able to operate and self-manage toward agreed goals and objectives with minimal supervision.

DUTIES & RESPONSIBILITIES

Office Management (40%)

• Performing and supervising Country Office activities including general administrative support, repair and maintenance, support team management with minimal supervision. Support HR & Admin Manager and SMT in ensuring administrative compliance with DRC and donor requirements in the country office.
• Ensure the Country Office is well equipped, has sufficient levels of supplies (consumables, stationery, equipment) etc, is fully functioning and fit for purpose to enable all staff to operate with maximum efficiency. Responsible for the day-to-day supervision and management of the admin team.
• Oversee the maintenance of Country office premises furniture, fixture, fittings and all equipment in a fully functioning state. Ensure that a good environment and hygienic is maintained throughout the country Office. Ensure that Office stationery and equipment are maintain properly with proper record keeping in mind the value for money. Maintain petty cash.
• Managing the preparation, analysis, negotiation, review and timely renewal of rental agreements and service contracts e.g., Office, central Warehouse, security provision, office consumables and supplies, fumigation in the Country office.
• Support Country HR and Admin Manager in managing annual administrative budget including preparation and monitoring; manage cash flow forecasting and supervise the petty cash for day-to-day administrative operations.
• Supervise and ensure the monthly administrative bills paid on time.
• Coordinating and liaising with DRC lawyer, agents and respective authorities on legal issues related to contractors, consultants and advise program and sector managers on sound admin management and local laws and their execution modalities.
• Supervise and ensure staff and volunteers’ ID cards issued on time in collaboration with Liaison Coordinator and assisting to issue the camp passes for the national and expat staffs.
• Ensuring that all travelers to/within Bangladesh and international are assisted with appropriate visas and travel arrangements e.g., flight booking, hotel booking, etc. support expat security clearance process.
• Manages the maintenance and repair of machinery, equipment, and electrical and mechanical systems.

Guest House Management (40%)

• Develop and maintain International Guest House Inventory and ensure that GH equipment are in track; periodically evaluate equipment and plan/recommend up-grade for future needs and also the disposal of obsolete items, take initiatives to adapt economical solutions/services, best practices to save DRC’s resources.
• Ensure all expats have been received standard GH item and allotment forms. Maintained the apartment key and ensure that all occupants are in line with GH policies. Ensure all apartments are properly clean and hygiene.
• Ensure all expats are provided with quality standard equipment’s and maintain good accommodation standard. Carry out a monthly maintenance check for Guest House and arrange, as required for any work to be carried out.
• Liaise with landlords on all DRC’s rented apartment and ensure we are in line with contract. negotiate and ensure DRC received all facilities as per the agreements.
• Ensure and oversee the overall maintenance of the Guest House, facilities supplies and equipment (physical work environment) and ensure that these are secure and efficiently utilized.
• Review and annually update all apartments and ensure they are kept up to date and that all leases are compliant with the local government regulations.
• Ensure that all apartments are properly clean and proper health and hygienic conditions are maintained.
• Supervise and monitor the GH support team and ensure they are functioning as per need.

Policy and Procedures Administration (15%)

• Provide support to HR and Admin Manager for continuous development of administrative support. Develop, keep updated the Administration Policies and Procedures Manual; ensure communication of the policies across the program; monitor implementation and compliance.
• Ensure compliance with Quality Standards in relation to Office management, Guest House Management, travel and other general administration (facilities, rents, etc).

Other Responsibilities (5%)

• The post holder may carry out other duties in addition to or instead of those outlined above which may reasonably be required from time to time as requested by line manager.

SKILLS AND EXPERIENCES

• Minimum 3 to 5 years of experience as general administration in INGOS, Multinational and Corporate Organizations.
• Have proven skills of team management.
• Sound Knowledge of MS Office package, preferably in MS Excel and internet browsing.
• Excellent communication and negotiation skill.
• Strong Interpersonal skills.

EDUCATIONAL QUALIFICATION

• Preferably bachelor’s degree in Business Administration, Public Administration, or related subject.

LANGUAGES

• English (Fluent in writing and speaking).
• Bengali (Fluent in writing and speaking).
• Chittagonian (Preferable).

ALL EMPLOYEES ARE EXPECTED TO DEMONSTRATE DRC FIVE CORE COMPETENCIES

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with DRC’s vision and values.

POSITION DETAILS

• Type of contract: National
• Employment Band: G
• Start date: As soon as possible
• Duty station: Cox’s Bazar
• Closing Date for Application: 17th December 2021

WHAT WE OFFER

1. Two bonus per year
2. Relocation allowance
3. Mobile Allowance
4. Leave Encashment
5. Group life Insurance including Family
6. Dental and Optical benefits
7. Excellent Working Environment and opportunity to Growth
8. Various learning and development platforms

APPLICATION PROCESS

1. Applications must be submitted through the mentioned link on the page by clicking on Apply Button.
2. All applicants must send a cover letter along with an updated CV (we encourage CV no longer than four pages) in English.
3. Mentioning three referees' details of your present supervisor and HR along with past employment’s supervisor with CV.

Note: Applications sent by email will not be considered. In addition, DRC doesn’t charge any fee for any of its recruitment process & believes in equal opportunity in employment regardless.

If you have questions or are facing problems with the online application process, please contact [email protected].

For further information about the Danish Refugee Council, please consult our website: www.drc.ngo.

***FRAUD ALERT***

It has been brought to the attention of the Danish Refugee Council (DRC) that there have been instances of fraudulent job offers, purporting to be from DRC in Bangladesh. These offers reportedly concern fraudulent employment opportunities to applicants asking for money. DRC would like to stipulate that the organization never charges or accepts any money from job seekers during the recruitment process. DRC recommends that you do not respond to unsolicited offers of employment.