Admin/Travel Associate

TITLE: Admin & Travel Associate

REPORT TO: Operations/Admin Manager, FHI 360 in Bangladesh

Location Dhaka, Bangladesh

FHI 360 is a non-profit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology; creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories.

We are currently seeking qualified candidates for the position of Admin & Travel Associate for the Tuberculosis project based in Dhaka, Bangladesh. This position is dependent on receipt of funding.

Position Summary

Under the supervision of the Operations & Admin Manager, the Admin & Travel Associate will have responsibility to perform a variety of administrative, office support duties, and all aspects of travel reservation and expense processing, enforcing company policies and procedures. Coordinates business travel reservations and expenses for employees and supported travelers consistent with organizational policies and cost guidelines. Position requires knowledge of organizational and departmental policies and procedures to communicate information involving programs, functions, and services. Duties performed may include preparation of document, the use of office technology, compiling records, organizing, and maintaining files, posting information, greeting/ referring/ assisting others, mail distribution, and photocopying. The range of duties includes, but is not limited to, collecting, and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory.

Key Responsibilities

• Provides meeting support, e.g., scheduling conference rooms, preparing meeting materials, making logistical arrangements.
• Facilitates logistical arrangements related to trainings/workshops, events, and conferences including, but not limited to, venue selection, accommodation, logistics, and travel arrangements.
• Assists with the preparation of background materials for meetings and conferences.
• Attend meetings, events, and forums. Assist in maintaining inventories, records, and receipts.
• Provides travel support to TBDNS staff, consultants, partners and visitors.
• Follows travel procedures in coordinating travel for FHI 360 employees to ensure travel needs are met within the applicable policies and budget availability.
• Process travel authorization forms (EA) in line with FHI 360’s travel policy and procedure, as needed and the distribution of tickets for FHI 360 personnel.
• Processes travel reservations, visa processing, expense reimbursements and administrative workflow.
• Processes reconciliation and administrative workflow for traveler expense reports, processes vendor bills, journal entries, vendor payments, general ledger (GL) items, etc.
• Maintains and updates records of all administrative related documents, e.g., travel authorization requests, service contracts, etc
• Utilizes contracts and vendor relationships to reduce cost.
• Resolves and reports travel and expense (T&E) issues and follows through with resolution.
• Responds to questions from employees, supported travelers and partners.

• Provides training for users regarding travel procedures, policies, and related T&E systems.

• Sets up and maintain files, prepares presentations, provides employees with office supplies, performs data entry e.g. travel authorization request, purchase request, etc.

• Maintains and updates records of all administrative related document e.g. travel authorization requests, withholding tax etc.
• Ensures that office areas and meeting rooms, office equipment and utilities are in good operating conditions and arranges for necessary schedule repairs.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, working with administrative officer in placing and expediting orders for supplies.
• Performs other duties assigned.

Minimum Requirements

• Bachelor’s degree or its international equivalent in Business Administration and Management or another relevant field.
• A minimum of 2-5 years administrative and/or travel management experience.
• Demonstrated experience and skills in monitoring the use of expenditures and compliance.
• Proficiency in relevant computer applications and databases.
• Excellent diplomacy skills and a proven ability to maintain interpersonal and professional relationships with counterparts, contractors, and other key stakeholders such as NGOs, CSOs, and the private sector.
• Any Bangladeshi relevant professional qualifications are an advantage.
• Fluency in English and Bengali is required.
• Position open to Bangladeshi nationals or individuals who have the legal authority to work in Bangladesh.

The above statements are intended to describe the general nature and level of work and are subject to modification. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job.

FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is committed to providing equal employment opportunity without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran with respect to policies, programs, or activities.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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