Bangladesh: Operations Assistant – Liaison Office (national contract)

Job Purpose

The Operations Assistant (OA) will support the Liaison Office Coordinator (LOC) with submission of applications of official documentation to relevant government bodies, monitor / follow up on progress of applications, and provide general support to the DRC Liaison office as required. The OA will be responsible for maintaining updated records and submitting tracking files on a regular basis and as requested. The OA must be organized and should be proactive and independent to initiate follow up without direct instruction. Understanding of the Bangladeshi legal framework on humanitarian programmes as well as international organizations is desirable. The OA will be required to continuously maintain an up to date database of staff visas, permits, and renewals and support the LOC with processing and submission of required documentation, as requested. The OA will be required to perform basic administrative, finance, and procurement functions at the request of the LOC and in support of the DRC office in Cox’s Bazar.

Key Responsibilities

• Submission and follow up of official documentation to relevant government bodies such as NGOAB, MoFA, MoDMR, MoHA, immigration and others as necessary;
• Proactively Inform Liaison Office Coordinator of any challenges with submission of documentation or delays in processing applications;
• International staff visas: Collect information related to international staff visa processes and report to LOC any issues, delays, rejections, or changes in context. Support incoming international staff with drafting of invitation letters, clarification on process for visa applications, hotel booking, airport transfer, etc.
• Support with procurement of airline tickets for staff air travel, internationally (through approved agent) or nationally;
• Support with the organization of financial, HR, and procurement files according to DRC’sadministrative policies and procedures and ensure files are maintained in compliance with internal/audit regulations;
• Support on Dhaka level procurement: Support LOC with the maintenance of a registered supplier database and any procurement services in Dhaka as requested.
• Liaison with other government bodies as relating to the programme and as requested by the LOC
• Engagement with a legal advisor, as needed and in coordination with the LOC and Head of Finance and Administration, including regarding issues of payroll administration;
• Liaison with bank in relation to reactivating, opening, and administrating bank accounts;
• Financial Accountability: responsible for Dhaka office cash and accounting and support the LOC ensuring regular accountability and disbursement;

Qualifications Required:

• 1 – 5 years work experience in an office environment.
• Strong computer skills in Microsoft Word and Excel as well as Internet Explorer (or other internet browser).
• Basic knowledge and understanding of Bangladeshi administration and official procedures particularly as relates to international organisations/NGOs (Desirable).
• Basic knowledge of or previous work with relevant public offices with whom DRC works such as DIP, NGOAB, MoFA, MoDMR, MoHA (Desirable).
• Fluent in spoken English and Bengali and strong writing skills.
• Experience working with an INGO or international organization in Bangladesh. (Desirable)

In this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with DRC’s vision and values.

We offer

Contract: 3 months with possibility of extension based on performance and the availability of funding.
Availability: 1December 2017
Duty Station:Dhaka with periodic travel to Cox’s Bazar**

Interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post. Please forward the application and CV, in English through drc.ngo/vacancies no later than 20th November 2017