Project Summary

Position Title, Location & Contract Duration Executive Secretary (1 position) for Mission Management OfficeLocation: Based at Dhaka, CARE Bangladesh Headquarters

The duration of the proposed contract will be five years.I.Job Summary:

The Executive Secretary is responsible for the provision of administrative, logistical and secretarial support to the Country Director, ACDs, and Program Directors, including the preparation of letters, and other required documents. S/he assists visitors and consultants with communicating contracting arrangements, flight ticketing, visa support, accommodation and other basic support requirements. The position will also help facilitate required visa arrangements for CO staff members travelling to international locations, and manage domestic air ticketing requests. S/he contributes to the preparation of the Mission Management Office's (MMO) budget, handles miscellaneous MMO office procurement needs, undertakes miscellaneous photocopying, and maintains key files associated with the MMO including Allbang, Policy, ALMIS and other files and registers. Management of the MMOs office furniture, fixtures and equipment is a required expectation. S/he assists in the management of CD, ACD P and ACD PS appointments and reminders, and when requested arrange meeting with external parties for SMT members and Program Directors. When requested s/he will help organize training events, arrange food and accommodation, manage vehicle support, and help facilitate other supporting logistics. S/he will also assist in organizing up-country visits and supporting logistics for SMT members, Program Directors and visitors. S/he will maintain the CO visitor's schedule, and will inform/coordinate with the COs Security Unit in respect to visitor internal travel plans. General secretarial support to the Safety and Security Unit and Communications Unit will be provided as and when requested. S/he will maintain with appropriate discretion certain confidential files in coordination with the CD including all International staff files. S/he, will timely circulate meeting minutes, policy and procedures, manual, Allbang, Almis and memos etc. The Executive Secretary is expected to exhibit a highly professional image to contacts both in person and on the phone.

II.Responsibilities and Tasks:

Responsibility # 1: Provide Administrative and Secretarial Support. % of Time

Provide administrative and secretarial support to the CD, ACDs, Program Directors, and when required the National Security Manager and Communications Unit.

When requested make external appointments for the Country Director, and Assistant Country Directors;

Prepare administrative English and Bangla correspondence letters or reports ensuring same is of quality and supports professional norms.

Assure the effective preparation of, dispatch, receipt, and logging of hard-copy correspondence being sent and received by CBHQ.

Receive, sort and distribute incoming mail addressed to the Country Director and respond on the CDs behalf when requested.

Ensure the provision of administrative, secretarial support, and hospitality to visitors of the CD and ACDs. Arrange internal or external appointment for these visitors as directed.

Monitor and when necessary coordinate with Administration in order day to day support services required by the CD, ACDs, Program Directors, NSM and Communication Unit function efficiently.

As required, coordinate the scheduling and locations of different meetings for the Senior Management Team. When requested to attend key meetings, prepare minutes and circulate same.

Prepare PRs for the CD, ACD-PS, ACD-Program, and for other Program Directors if required.

Prepare sole source documentation on behalf of the CD and ACDs for International consultants if required.

Prepare all work requests that necessitate co-ordination with Property and Maintenance.

Prepare PSRs in accordance approved budgets as and when appropriate, always adhering to CARE Bangladeshs procurement policies and procedures.

Maintain liaison with external organizations and update the database for all key agencies, INGOs, UN, partners and other third parties on a quarterly basis.

Represent the Country Director, when requested, at meetings, functions, or other events that may occur during or outside normal work hours.30%

Responsibility # 2: Provide Logistics Support.20%

Plan, organize and follow-up on events being undertaken by the CD or ACDs to ensure these occasions are undertaken efficiently, cost effectively, and event objectives attained.

Work with concerned Departments to facilitate the coordination of logistical and administrative issues/needs of the CD and ACDs including house agreements, residence inventories, vehicle use, accommodation, flights, visa, tickets, bills, procurement, IT maintenance and so forth

Arrange for the repair, servicing, or replacement of MMO office equipment when required.

Prepare for approval and submit completed Ticket Request Forms on behalf of the CD, ACDs, Program Directors, NSM and Communications Unit. .

Arrange transportation through preparing VRFs for the CD, international consultants and visitors.

Arrange CBHQ conference room access, CARE staff house and hotel bookings as and when required for International and national consultants/other official visitors.

Arrange snacks, lunch and other administrative support requirements for meetings or workshops organized by the CD, ACDs, Program Directors, NSM or Communications Unit.

Assist project management in identifying appropriate internal or external space/locations for conferences, staff training purposes, visitor accommodation etc. Manage booking, facilitate payment mechanisms, and handle any complaints that may occur.

Responsibility # 3: Ensure Budget preparation, provide assistance on Financial support.10%

Assist in the preparation of the CD TERs, obtain ARMU RD approval, and submit to Finance.

Check and forward appropriate level bills, vouchers, TERs, MERs, and other advance requests for CD review and approval.

Take the lead in coordinating with finance and MMO staff the preparation of the MMOs annual budget submission for CD review.

Maintain all UNR charging documentation related to VRFs, Intra Company billing etc.

When requested prepare BTT or USD advance requests for the CD, and other international staff and travelers

Assist in the preparation of monthly PARs for the Day-care Assistants and MMO Office Helpers.

In coordination with Finance prepare/adjust all Intra company bills for other country office visitors.

Coordinate with concerned staff to help facilitate the resolution of any MMO financial issues that may arise.

Responsibility # 4: Effective and proper documentation and record keeping and Up keeping the communication list and follow up on communication.10%

Maintain and ensure the constant updating of the central files for Allbang, Almis, Policy and other CO/CARE procedures manuals/documents. Ensure all such documentation is available in both soft copy and in original hardcopy, and all documents are properly safeguarded yet readily accessible.

Ensure all out-going letters, Allbang, official memos, etc. from the MMO office are assigned a unique reference number. Maintain all reference numbers in Log Books for easy tracking of each document.

Ensure all documentation related to MMO assigned FF&E is properly filed.

Maintain important documents of MMO and maintain necessary confidentiality

Organize and maintain MMO and Program Quality Units and Impact Director Correspondences in key files. Maintain a directory of files under responsibility.

Record keeping of various reports and confidential documents of MMO and PQU unit.

Regular updating and circulating of the document list to all concerned.

Maintaining the list of important and frequently used addresses and their regular updating

Circular common mails from CARE Broadcast account and manage incoming and outgoing fax.

Responsibility # 5: Ensure liaison and coordination with International visitors, Consultants. 15%

Prepare and update International visitors/consultants Arrival and Departure status

Collect and preserve RED and records of other necessary information for International visitors/consultants

Ensure concerned Senior Leadership Team members provide completed Consultant Data forms and completed Evaluation forms for file and future reference. Update and circulate on weekly bases the CO visitors list

Maintain Liaison with Procurement for consultant related information as and when needed. Coordinate and follow-up requests to Admin/TSD for vehicles support donors or consultants official visits,

Draft logistics related memos/letters as required and file as appropriate.

Arrange and assist for booking all venues for MMO, PQU, PDU, Impact Director, GED Unit workshop, meetings, and conference held at CBHQ, as requested.

Arrange snacks/lunch & other support in meetings/workshop at CBHQ for the concerned units.

Responsibility # 6: Maintain record, Reporting and others support.15%

Provide assistance to the internal and external auditors at the time of physical count of FF&E.

Prepare and submit other report as per requirement of concerned department.

All incoming written and electronic mail is circulated accurately and in a timely way to the appropriate staff.

Maintain files of different meeting minutes and arrange to circulate as and when required.

Prepare Goods Received Notices for equipment received by the MMO.

Prepared and submit for approval Work Requests, and required documentation for approval in respect to MMO assigned equipment, ID cards, Network access etc for MMO staff, consultants and visitors

Maintain mobile phones for International visitors/consultants and arrange necessary top-up payments when required.

III.Reporting: Reports directly to the Assistant Country Director, Program Support

IV.Working Condition: This position is based at CARE Bangladesh Head Quarters located in Kawran Bazar, Dhaka

V. Qualification: Degree in any business discipline. (Masters preferred)

Minimum 3 prior years experience as Executive Secretary or 5 years as Secretary.

Certified ability to type 40 words/minute. Demonstrated experience in managing hard and soft copy filing, general record keeping and stores maintenance.

Excellent interpersonal and communication skill.

Excellent command on computer especially in Excel, MS Words, Access, Power Point, and other Bangla Software.

Experience in budget preparation and budget monitoring, procurement, logistics and inventory.

VI.Core Competencies:

Must be a competent touch typist using the English language

Good leadership skill and team building ability.

Ability to plan for optimum use of available resources.

Adequate knowledge in supply chain management.

Highly motivated and service oriented

Candidates need to be highly motivated and committed to CARE Bangladeshs vision, mission, and long term development work to significantly improve the lives of the most vulnerable and marginalized. Candidates must be capable of displaying great learning agility, support and encouragement of knowledge sharing across projects, to the ultimate benefit of all of CAREs mission wide initiatives.

This is an interesting time in the development of CARE as an organization which is shifting towards a program approach where it has developed longer-term impact visions to have MORE sustainable changes in the lives of the extreme poor and marginalized. CARE is looking for a Executive Secretary who will play a key role in the leadership of the MMO whilst at the same time building a learning culture that promotes knowledge sharing across CARE and excellence.Compensation

Salary is negotiable for highly deserving candidates.CARE Bangladesh invites applications from qualified individuals. Summary job descriptions and the application format can be found on the website at: www.carebangladesh.org. Please note that only applications filled in as per CARE format will be considered. Please email the application to hr@bd.care.org on or before April 26, 2014. For those wanting to send hard copies of the CARE application format please send to: HR Manager, HRD&M, CARE Bangladesh, 20-21, Kawran Bazar, Dhaka 1215. Interested persons may also collect the application format from our Receptions desk (9th floor).

Note: ( Women are particularly encouraged to apply ( Any persuasion will disqualify the candidates ( Internal and external applicants shall be treated equally in the entire selection process ( Applicants who have relatives in CARE must mention it in the application form ( Please write the position name at the top of the envelope ( CARE Bangladesh is actively seeking to increase diversity in its staff profile and looks forward to receiving applications from women. We are committed to a workplace that is attractive and supportive of women.