About Helvetas Bangladesh

HELVETAS Swiss Intercooperation is a development organization anchored in Switzerland. Our vision is a just world in which all men and women determine the course of their lives in dignity and security, sustainably using environmental resources. Helvetas Bangladesh is part of a network of independent development organizations. With head offices in Switzerland, Germany and the USA, Helvetas is working in around 30 countries in Africa, Asia, Latin America and Eastern Europe. We bring about real change in the lives of over three million disadvantaged people every year. We implement development projects in the areas of water and sanitation, agriculture and nutrition, education, economic development, democracy and peace, and climate and the environment. Helvetas also provides emergency response after disasters.

Job Context

We are seeking applications from qualified candidates for the position of Admin Officer for an anticipatory project focused on Climate change. Helvetas Bangladesh will lead the project implementation through multiple international organisations in a consortium set-up. The Admin Officer will be directly supervised by the Senior Finance Manager.

Key Responsibilities

Office Management: • Manage and maintain office supplies, equipment, and inventory. • Coordinate and oversee office maintenance and repairs. • Assist in the planning and organizing of office events and meetings. • Manage office space, equipment, and event coordination for joint meetings and workshops among consortium partners. Records Management: • Develop and maintain efficient filing systems for both physical and electronic records. • Monitor and update employee records, ensuring accuracy and confidentiality. • Assist in the preparation and maintenance of official documents and reports. • Develop a centralized records management system for consortium-related documents, ensuring that all partners have access to relevant records (contracts, reports, financial documents, etc.). • Maintain an updated database of consortium agreements, MoUs, and contractual obligations Communication and Correspondence: • Respond to and facilitate communication between internal departments and external stakeholders. • Draft and prepare official correspondence, including emails, letters, and memos. • Maintain contact lists and coordinate appointments and meetings. • Coordinate high-level meetings between consortium leadership, external donors, and other key stakeholders. Administrative Support: • Provide comprehensive administrative support to project management and teams. • Schedule and coordinate travel arrangements for staff members. • Assist in the preparation and monitoring of budgets and expenses. • Provide administrative support to consortium project leads, ensuring each partner’s administrative needs are addressed efficiently. • Organize travel arrangements for consortium-level meetings, workshops, and field visits involving multiple partner representatives. Policy and Procedure Implementation: • Ensure compliance with organizational policies and procedures. • Develop and implement new administrative procedures and practices to improve efficiency. • Provide guidance and training staff on administrative policies and procedures. • Oversee that all consortium members comply with organizational and donor policies and procedures, as well as local regulations.

Required qualifications, experiences and skills

Experience: • Minimum 3 years of proven experience in administrative roles, preferably in an INGO consortium set-up. • Proficient in using office software tools (e.g., MS Office, spreadsheets, databases). • Experience working on SDC-funded projects will add value. Education: • Bachelor's degree in Business Administration or related field. • Professional certification in office administration will be an added advantage. Skills: • Strong organizational and time management skills. • Excellent communication and interpersonal skills. • Detail-oriented with the ability to multi-task and prioritize. • Ability to maintain confidentiality and handle sensitive information. • Strong oral and written communication skills. • Ability to work under pressure and complete deliverables on time. • Fluent in English both written and spoken.

Reportable To

Senior Finance Manager

Workstation

Dhaka, Bangladesh

Working Hours

8.5 hours per day including lunch break 30 minutes in between 8:00 AM to 5:00 PM.

Contract Tenure

A national employment contract initially up to 30 November 2026 with a high possibility of extension based on performance and fund availability.

Salary & Benefits

We offer a market-competitive salary along with other admissible benefits, such as Mobile Allowance, Provident Fund, Gratuity, Festival Bonus, Seniority Bonus, Medical Insurance with health and life coverage, Annual leave of 25 days, Sick leave of 15 days and excellent opportunities for professional development.

Travel

This position requires frequent travel to the project locations and direct engagement with project implementation.

Required behaviours

• Reliable in keeping the deadlines and commitments and walk the talk. • Develop and promote a culture of quality and performance. • Demonstrate problem-solving, analytical and conceptual skills • Foster teamwork, cooperation and knowledge sharing. • Ensure fair and equal participation and opportunity. • Transparent, just and objective

Apply Instruction

Interested candidates are invited to submit their updated resume along with a motivational letter detailing their relevant experience and motivation for the role. Please apply online at https://career.helvetasbd.org/ by 25 January 2025. Hard copies or other forms of application will not be accepted. Only shortlisted candidates will be contacted for further steps. We encourage early applications as interviews will be conducted on a rolling basis.

Application Deadline: 25 January 2025

ONLY SHORT-LISTED CANDIDATES WILL BE CONTACTED
Candidates will have to go through an extensive selection process.
Any lobbying will be considered as disqualification

Helvetas is dedicated to providing equal employment opportunities regardless of gender, age, race, religion, ethnicity, or minority status.

Helvetas promotes a code of conduct that aims to create a work environment with zero tolerance for mobbing, sexual harassment, child abuse, abuse of authority, corruption, fraud, and conflict of interest. This code of conduct applies to all Helvetas staff, volunteers, interns, contractors, and board of directors. Helvetas strongly encourages reporting through the complaint mechanism if any actions or behaviors are suspected of violating the code of conduct's zero tolerance policy.

To know more about our organisation, please visit: www.helvetas.org/en/bangladesh