Administrative Officer

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.

icddr,b, in collaboration with partners is implementing “Saving Bangladeshi Babies’ Brains in collaboration with different departments of the ministries, especially the Ministry of Health and Family Welfare (MoHFW) of the Government of Bangladesh (GoB) at the national, regional, and local levels, to improve children’s development.

The Administrative Officer will report to the Assistant Coordination Manager and Principal Investigator. The position holder will be responsible for coordinating and organizing all administrative and logistical requirements of the project, maintain office administration from logistics support to inventory management, requisition management to cash and petty cash handling of the day to day office work.

S/he will:

• Work closely with Principal Investigator, Research Manager, divisional and central Finance Managers, and Finance Officers;
• Check existing inventory of fixed assets, furniture, and fixtures;
• Collaborate with procurement for lease agreements and prepare justification for single-source procurement;
• Coordinate with the finance department to facilitate payments;
• Prepare the timesheets;
• Provide support to internal staff for submission of leave and medical bills on time;
• Coordinate with IT department to solve any internal customer issues;
• Coordinate with Finance, Procurement, Human Resources, Facilities Department and others to ensure project support;
• Maintain 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 (issue date, assigned user, assigned location, cost etc.) on procurement of fixed assets for the project;
• Prepare local transport requisition and arrange both local air travel of PIs and researchers;
• Process expenditure bills and vouchers for reimbursement and track the accuracy and closure of internal requisitions;
• Maintain the document management system of the project which includes hard copy and electronic filing (working papers files, reference materials and confidential records as required), audit reports, reports to various committees, maintenance of information on a shared drive, budget, correspondences, etc. Monitor Administrative Assistant for bills and vouchers of the project for reimbursement;
• Scrutinize and re-checking petty cash reimbursement requests, monthly leases and utility payments of the field offices etc.;
• Prepare local conveyance and lodging bills fortnightly to submit Finance for payment;
• Follow-up with Finance to ensure timely reimbursement of petty cash expenses, conveyance bills, and rental payments with the Financial authority.

Required qualification and experience:

• Masters in any discipline from a reputed University; Candidates from Business Administration discipline will get preference.
• 5 years of experiences in research project management specifically administrative domain.

Source: https://career.icddrb.org/vacancy-preview/11885