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Senior Administrative Officer

International Centre for Diarrhoeal Disease Research

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Job Description

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Description

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icddr,b is a Bangladesh-based international health research institute that strives to solve key public health problems through high-quality scientific research and innovation. icddrb as a values-based organization encourages women and people with disabilities.
The Program for HIV and AIDS under the Health System and Population Studies Division (HSPSD) at icddr,b provides good quality HIV prevention services to key populations at risk of HIV infection since 2010. This has been made possible by working with the Government of Bangladesh (GoB), donors, NGOs and CBOs. Recently, the Program for HIV and AIDS has taken several initiatives to reach Hard-to-reach community groups with an innovative service delivery approach
The Senior Administrative Officer will report to the Scientist and will be responsible for planning, organizing, implementing, monitoring and coordinating all administrative and logistical functions to ensure the smooth implementation of the project. S/he will be involved in:
  • Understand the requirements of the Project and PIs;
  • Check and maintain existing inventory of fixed assets, furniture and fixtures;
  • Collaborate with procurement for lease agreements and prepare justification for single-source procurement;
  • Coordinate with IT department to solve any internal customer issues;
  • Coordinate with Finance, Procurement, Human Resources, Facilities Department and others to ensure project support;
  • Liaises with the vendors for NRB-issued VAT coupon management;
  • Coordinate with Finance to ensure timely financial reporting and invoice for the and capture fixed asset information on the procurement of fixed assets for the project;
  • Process expenditure bills and vouchers for reimbursement and track the accuracy and closure of internal requisitions;
  • Scrutinize and re-check petty cash reimbursement requests, monthly leases and utility payments of the field offices etc.;
  • Prepare local conveyance and lodging bills fortnightly to submit to Finance for payment;
  • Provide logistic support to organize training/ seminars and workshops like contact with participants, resource persons, venue selection and arranging per-diem, food and audiovisual systems;
  • Arrange lunches, teas and snacks for participants in order to ensure the smooth conduction of Training/ Seminar/Workshop.
  • Process stock item requisition etc.; Prepare local transport requisition and arrange both local and international air travel of PIs and researchers;
  • Process expenditure bills and vouchers for reimbursement; Resolve escalated issues with other support services; Track the accuracy and closure of internal requisitions to process internal customers’ requests effectively and efficiently.
Required qualifications and experience:
  • Master in Commerce or MBA major in Management/Accounting/Finance/Banking/Accounting and Information with good academic records.
  • At least 5 years of experience in the administration domain preferably in a multi-national research organization.

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