Operations/Admin Manager

TITLE: Operations/Admin Manager

REPORT TO: Director, Finance & Operations, 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 Operations/Admin Manager for the Tuberculosis project based in Dhaka, Bangladesh. This position is dependent on receipt of funding.

Position Summary

Under the supervision of the Director, Finance & Operations, the Operations/Admin Manager will have overall responsibility to perform a variety of administrative and office support duties. Position requires knowledge of organizational and departmental policies and procedures to communicate information involving programs, functions, and office services. Duties performed may include preparation of documents and reports, 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 information, records management, review and processing, research, and inventory. Positions may serve as the primary staff assistant to project and office administration. At the advanced level, may serve as a lead worker or provide supervision to Admin/Travel Associate, Procurement Specialist and Support staff.

Key Responsibilities

• Responsible for oversight of office administrative and services and procurement management.
• Performs advanced level administrative tasks.
• Oversee and support Finance and Operations Director on office registration and compliance with the local government requirements, including facilitate, keep record, and monitor on NGOAB’s project approval process to ensure FHI 360’s project approval is secured in a timely manner.
• Oversee the procurement planning and processes to ensure that requisitions and receipt of services are completed according to the project objectives and comply with FHI 360 and funder’s rules and regulations.
• Oversee the lease and office space management and keep record of inventory list and status of all procurement and service contract under project.
• Manage project filing system; prepares reports, templates, presentations, and graphics, provides employees with office supplies, performs data entry, and compiles special reports.
• Manage and arrange logistics for management and project staff, including arrangement of meetings, conferences, workshops, travel management and project activities.
• Perform as focal contact point; manages incoming mailing/calls and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution.
• Review data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.
• Ensure that internal communications are promptly and accurately dispatched.
• Responsible for the development and design of improved administrative and procurement procedures to promote the timely processing and submission of all administrative deliverables.
• Work in cooperation and supervise Administrative/Travel Associate on office/travel management and with Procurement Specialist on procurement actions and processes.
• Handle confidential information as appropriate and communicate with project staff on the updated guidelines, policies, and practices of FHI 360 and the project office.
• Design and produce general correspondence, memos, charts, tables, graphs, etc.
• Respond to staff requests for administrative and travel support as needed.
• Maintain various databases and spreadsheet files as requested by management.
• Perform other relevant duties as assigned by the Finance and Operations Director.

Minimum Requirements

• Master's degree on relevant field or its international equivalent in Business Administration and Management or another relevant field.
• A minimum of 6-8 years experience in Managerial operations position, office, and procurement management experience of large-scale, international development assistance programs.
• Minimum 5 years experience in the field of Operation as managerial role
• A minimum of five (5) years of relevant Managerial experience with procurement planning and analysis, reporting, budget development and forecasting, and supervisory experience managing administrative staff.
• Demonstrated experience and skills in monitoring the use of expenditures to meet organizational objectives and compliance.
• Proficiency in relevant computer applications and databases.
• Excellent diplomacy skills and a proven ability to establish and maintain interpersonal and professional relationships with funder, host-country counterparts, and representatives from other key stakeholders such as NGOs, CSOs, and the private sector.
• Extensive knowledge of Bangladesh NGO reporting requirement and NGOAB approval process.
• 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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