We are a leading organisation for the implementation of international development projects. We promote inclusive economic, social and ecological development to make an effective contribution towards sustainable and widespread prosperity in developing and emerging economies. OFFICER-ADMIN AND LOGISTICS Swisscontact was established in 1959 as an independent foundation by notable figures from the worlds of commerce and science in Switzerland. It is exclusively involved in international development co-operation and has carried out its own and mandated projects since 1961. Based in Zurich, Swisscontact currently employs over 1,400 staff worldwide and manages 120 projects in 41 countries on behalf of public and private donors. Swisscontact is inviting applications from professionals, willing to be a part of the Country Office Business Administration Team, will assist with the administrative and logistics procedures of Swisscontact Bangladesh Reports to: Manager-Business Administration Employment start: At the earliest Contract duration: Initial contract of one year; based on performance, the contract will be extended Place of work: Dhaka, Bangladesh



Essential Functions & Responsibilities

• Internal Office Meeting (Refreshment / Snacks

arrangement)

• External Official Events: Venue Selection, Food

Arrangement (Lunch, Snacks, Dinner), banner printing through a competitive procurement process

• Assist in internal employee engagement and

knowledge sharing events

• Explore hotels and venues in Swisscontacts

operational areas, enlist them as potential vendors and make corporate agreements with reasonable price.

• Update the quarterly gift register with confirmation

from all staff.

• Be responsible for the maintenance and cleanliness of

office canteen.

• Manage the stock of crockeries and manage crockeries

procurement

• Travel Management including booking of

accommodation and air ticketing (both national and international)

• Receive and record all incoming

correspondence/invoices

• Dispatch all forms of external correspondences

• Assist in soliciting quotations and procuring office

supplies

• Maintain a filing system of all relevant documents and

records

• Supervise office support staffs

• Manage and maintain office supplies and stationeries

store.

• Check, process and settle the following regular bills of

vendors:

• Official T&T and mobile phone

• Drinking water

• Newspaper

• Courier

• Plants

• Repair and maintenance of office building,

furniture, and equipment
o Initiate and monitor repair & maintenance for office building, furniture & equipment.
o Ensure smooth and uninterrupted utility services.
o Initiate building refurbishment works for office if required.
o Ensure cleanliness of Swisscontact property and premises.
o Ensure proper servicing and maintenance for all office and electric/electronic
equipment (photocopy machine, fax
machine, scanner, air conditioner,
microwave, refrigerator, PABX, T& T line
etc.) o Ensure utility bills are paid on time.
o Liaise with landlord and negotiate lease (Dhaka office & Field office)

• Vehicle Management

o Manage drivers and vehicles.
o Maintain a box filing system for each vehicle and motorbike that stores all
information (vehicle/motorbike purchase,
insurance & registration documents along
with all interventions on the
vehicle/motorbike which will include
servicing/repairs and accidents reports, log
sheets and other relevant documents). o Ensure drivers have an up to date and driving
license. o Participate in driver recruitment.
o Brief drivers periodically on vehicle management & road safety issues
o Track vehicle registration, fitness and insurance and ensure these are always
renewed in a timely manner. o Ensure insurance of Vehicles

Other Duties and Responsibilities

• Carry out the tasks of other BA team members

as and when someone is on leave.

• Conduct any other task assigned by the

Manager-Finance and Administration and/or Head of Business Administration.

• Support the tasks of other team members

• Any other task as mutually agreed by supervisor

and the employee Skills and Experience Essential Requirements:

• At least a Bachelors in any discipline, preferably

in Business Administration.

• At Least 2 years experience with focus in

Administration, office management and logistics management in an NGO and/or INGO;

• Sound working knowledge in computer

applications such as MS Office, Outlook, etc.

• Strong verbal and written communication skills in

English and Bangla. Desired Requirements:

• Works independently but a team player.

• Proficient in written and oral communication skills

both in Bangla and English and communicates clearly with internal and external stakeholder(s).

• Operates effectively under stress.

• Demonstrates awareness and sensitivity to gender

and diversity.

• Possesses problem-solving skills and solution

oriented. Working Conditions and Environment
This will be applicable according to the Swisscontact Business Administration Manual. The position requires to travel in field locations for partner/subcontractor monitoring.

Application details
Please email your CV along with a cover letter (elaborating your competencies for the position and expected salary) to bd.recruitment@swisscontact.org addressing Head of Business Administration, Swisscontact Bangladesh. Please mention the name of the position applied to in the subject line of your email. Application Deadline: Open until the right candidate has been identified and contracted by Swisscontact. Only short-listed candidates will be contacted for final selection process. Swisscontact is an equal opportunity employer. We strongly encourage women to apply.