Requirements

Additional Requirements

Experience:

• Previous experience in similar role will be preferred.

Knowledge and Skills:

• Excellent verbal and written communication skills, with the ability to interact effectively with diverse teams and individuals at all levels.
• Strong organizational and time-management skills, with the ability to multitask and prioritize tasks efficiently.
• Ability to maintain confidentiality and handle sensitive information with the utmost professionalism.
• Keen eye for detail, ensuring all HR and administrative processes are executed with precision and accuracy.
• Strong problem-solving abilities, with a proactive approach to identifying and addressing issues.
• Proficient in using HR software and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to adapt to changing priorities and work effectively in a dynamic environment.
• Positive attitude and willingness to assist with various HR and administrative tasks, contributing to a collaborative team environment.

Languages:

• Required Fluently spoken and written English.

Responsibilities & Context

Duration of the contract: 12 months, with possible extension

Reporting to: Support Service Coordinator, British Red Cross of IFRC Bangladesh

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

Job Purpose: .

The post of the HR, Administrative Assistant is an entry-level position within British Red Cross team and is responsible for providing high quality HR and admin support to BRC Country office in Bangladesh.

This position will be part of the British Red Cross Bangladesh team and we are seeking an enthusiastic, self-motivated, knowledgeable individual with sound practical judgement.

Job Duties and Responsibilities:

Office Administration & Logistics:

• Ensure an enabling working environment and well-maintained of the BRC Country office premises. Oversees the maintenance and repair of all facilities including air conditioning system, lighting, electricity, water, plumbing and others.
• Ensure hygiene practices at the office in line with office protocols and monitor cleanliness of office premises and managing office helper.
• Monitor office premises and propose any requirements to the Support Services Coordinator for improvement, and renovation as per need.
• Coordinate with the Support Services Team and monitor the field vehicles rotations.
• Manage and update driver’s personnel file (Driver CV, Driving licence, date of joining, National ID card, etc.) in a timely manner.
• Responsible for checking the monthly fuel log sheet and other documents including vehicle daily log sheet, mileage calculation and assigning vehicle, and maintaining the protocol as and when needed.

Travel & Accommodation Arrangement:

• Ensure delivery of welcome service packages for visitors, new delegates, and coordinate with IFRC security team for security briefings
• Facilitate visa and Travel Request in accordance with requirement. Ensure facilitation of airport transfers.
• Reservation of all types of travel tickets including flight tickets, accommodation for national staff, Consultants and Delegates as per the protocol/security measures imposed by the IFRC security team.
• Ensure necessary arrangement of apartment for the long-term delegates as per IFRC Housing Policy and procedure and BRC Delegates Handbook.
• Keep track of housing lease expiration dates and ensuring renewal of lease contracts before it expires.
• Develop and maintain a tracking system for the hotel and flight booking and ensure all the payment have been done in accordance with this tracking sheet and make the reconciliation monthly basis with the statement which would be provided by the vendors/service providers.
• Supervise drivers and office helper by monitoring performance and give regular feedback to staff members and document corrective actions; Complete the annual performance appraisal, regular mentoring and coaching.

Office Procurement & Inventory:

• Monitor the stock level of office stationery and supplies and prepare requisitions to purchase to fill the gaps as needed.
• Process small scale purchases for trainings, visibility items, IT accessories, maintenance materials, office supplies etc and maintain inventory records as well as movements of materials (stock in/out records).
• Ensure to prepare Good Received Note (GRN) for the items procured through administration unit and keep records of the same.
• Prepare the payment request for the services acquired through administration and ensure adequate supporting documents (e.g., GRN, Requisition, invoices, Travel Order, Payment checklist etc.) in compliance with IFRC and BRC policy/procedures for settlement of the payment.
• Identify the potential vendors; maintain proper records with specifying facility/services.
• Manage office inventory system and organize fixed assets tagging for the office equipment and furniture. Ensure that office inventory system is verified every six months and as per BRC inventory policy.
• Conduct physical verification of office equipment, furniture and other assets, prepare the inventory report to be submitted to IFRC regional office as per the schedule.
• Ensure IT materials availability in close coordination with IT professional with stock piling as required.

Event Management:

• Facilitate all types of reservation associating Training, meeting, Orientation, Workshop, seminar including other affordable facilities as per the approved requisition and align with approved budget.
• Facilitate all kind of logistics support related to the event.

Country Support:

• Ensure compliance with BRC relevant procedures and policies with support from the Support Services Coordinator in all aspects of HR, Administrative, IT and logistics requirements.
• Ensure linkages with UKO counterparts and knowledge on BRC systems to be able to support BRC team in country.
• Establish strong linkages with IFRC counterparts for support on various areas specifically HR, IT, Security and Procurement.

Human Resources:

• Work closely with IFRC HR in all recruitment process.
• Maintain and update all BRC HR related files including but not limited to staff leave records / files, contact list, personal development plans etc.
• Ensure all staff completes mandatory courses. Ensures necessary support is provided to staff members to complete the said courses.
• Consolidate Personal Development Plans and ensures that staff and line managers are supported in implementing their PDP’s.
• Maintain communication with BRC UKO HR for support and advice on anything related to HR Management, as needed.
• Support in the recruitment of BDRCS project staff and provide observations / feedback to BRC Project Manager. Maintain communication with BDRCS HR counterparts.
• Ensure all HR related documents are up to date.
• Communications and Relationship Management:
• Support in team cohesion and maintaining good team environment.
• Communicate with different stakeholders independently and organize events.
• Maintain good communication with BRC UKO, IFRC Bangladesh, BDRCS HR and other PNS’s HR.

Other

• Uphold the Fundamental Principles of the Red Cross and Red Crescent Movement and work within the Society’s Equal Opportunities Policy.
• Undertake emergency surge support as required by the Country Manager.