Administrative Officer, USAID : BRAC

Administrative Officer, USAID Bangladesh America Maitree Activity (BAMA) | BRAC Career

Administrative Officer, USAID Bangladesh America Maitree Activity (BAMA) job circular at BRAC Bangladesh

Location: Head Office

BRAC is an international development organisation founded in Bangladesh that partners with over 100 million people living with inequality and poverty globally to create sustainable opportunities to realise potential.

BRAC is actively seeking an Administrative Officer for Bangladesh America Maitree Activity (BAMA), a substantial project with a budget of USD 48 million. This 5-year program aims to enhance the capacity of local organizations aligned with USAID’s strategic objectives in Bangladesh. Through a careful selection process, chosen local organizations will receive funding to implement programs, with a strong emphasis on strengthening their institutional capabilities. 

JOB PURPOSE

The Administrative Officer will provide a full range of secretarial services, administrative support and assistance to Maitree project activities. The primary responsibilities include administrative and secretarial functions, travel arrangements, program coordination, and information management. The incumbent will closely work with the Program Manager, Manager, Governing Body and Network Coordination, to manage USAID and stakeholder correspondence, external contacts such as sub-grantees, host-government officials, and other departments within BRAC.

KEY RESPONSIBILITIES

• Provide administrative support to all project staff. The support includes managing and maintaining the working calendar and responding to outgoing invitations for official purposes.
• Receive and screen incoming calls and visitors, and determines appropriate level of required response. Where applicable, make referrals or provide requested information.
• Schedule appointments prepare agenda and meeting arrangements. Also, ensures project staff are well notified about the date and time of schedules and appointments.
• Draft routine documents such as letters, memorandum, program cable, and reports in English and ensure documents are in proper format and compliant with both USAID and BRAC’s specific requirements.
• Maintain up-to-date files, and keeps a documentation tracking system, to ensure all data, information, and records can be easily accessed.
• Serves as the Office Timekeeper. Ensures time and attendance data of office staff members are submitted correctly and promptly.
• Prepare all documentation for reimbursements for office staff members for allowances and other official expenses including petty cash reimbursement, public vouchers, and travel vouchers
• Submit vouchers and supporting documents for approval and payment processing.
• Prepare travel arrangements, both domestic and international official trips, for the office staff members.
• Prepare and monitors administrative and oversight budgets for travel.
• Serve as an office liaison coordinating information about the office, and making sure that information gets to appropriate staff members, and internal/external stakeholders on a timely basis and in a professional manner.
• Support office’s outreach activities such as virtual meeting arrangement, updating and maintaining information, gathering, distributing, and sharing information, articles, or publication as assigned.
• Maintain up-to-date lists of names and contact information of ministers, government officials, implementing partners, sub-grantees, etc.
• Provide administrative assistance in organizing meetings, conferences, seminars, and workshops which may include preparing briefing materials and/or packages, reserving rooms, ensuring the meeting facility fulfills the requirements and functions effectively, and providing all logistical support related to conferences and events and participants. 

SAFEGUARDING RESPONSIBILITIES

• Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals on safeguarding implementation. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
• Follow the safeguarding reporting procedure in case any reportable incident takes place and encourage others to do so.

ADDITIONAL JOB REQUIREMENTS

• Solid knowledge of secretarial and office administration’s best practices, and related clerical functions within an office setting such as record management, travel arrangement, and correspondence management.
• High proficiency with computers, particularly Google Suite, MS Office, Financial Systems, and Cloud Computing (Google Drive / Dropbox)
• Good knowledge and understanding of the operational environment such as culture, transportation, and government/non-governmental entities.
• Sound communication skills in both Bengali and English 

EDUCATIONAL REQUIREMENTS

Minimum Bachelor’s degree graduation in any relevant subject preferably in Business Administration, International Development, Arts or Social Sciences.

EXPERIENCE REQUIREMENTS

Minimum three years (03) demonstrated experience in administrative and secretarial management in a multi-disciplinary environment.

BENEFITS

Festival Bonus, Health and Life Insurance, and others as per policy.

Last Date of Application: April 18, 2024

Job Source: BRAC Career

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