Operations Assistant

Project Background:

The Bangladesh Systems Strengthening for One Health (SSOH) aims to enhance Bangladesh’s global health security (GHS) capacity to operate a high functioning and equitable One Health (OH) disease detection system that prevents, detects, and responds to new and emerging infectious and endemic zoonotic disease, while ensuring good One Health governance and reducing risks of irreversible antimicrobial resistance (AMR). Through evidence-informed and integrated systems approach, SSOH will strengthen Bangladesh’s One Health Systems and enhance the country’s capacity to prevent, detect, respond to, and recover from infectious disease threats. The activity aims therefore aims to achieve results under the following development objectives:

1. Strengthen Systems for Better One Health Governance across the Government of Bangladesh (GOB)
2. Strengthen One Health Disease Detection Systems for effective prevention, detection and response.
3. Reduce Threats of Antimicrobial Resistance (AMR) across OH sectors.

Role’s Purpose:

The Operations Assistant is a key member of the Operations team. S/he will provide operational, and administrative support to SSOH in the following areas: office management, administrative support to the project team, procurement and subcontracts, compliance, and travel/security logistics. The individual supports accurate and complete record-keeping and filing systems based on the project’s Field Operations Manual (FOM), USAID regulations, and contract requirements and limitations. S/he will help with administrative tasks, including reviewing and consolidating necessary backup documentation for payment of procured operational services. S/he will support operational, finance, and procurement needs across the project and to support technical project management requirements as they arise.

Key Duties and Responsibilities:

• Provide administrative and logistical support for operational project needs, including management of office-related tasks, scheduling/invites, technology resources orchestrating videoconferencing, reserving rooms, and maintaining project calendars (SSOH travel, reporting, evaluation panels, etc.);
• Provide administrative support for technical activities by reviewing invoices from consultants; supporting any operational procurements; coordinating meeting logistics (scheduling, notetaking); and coordinating travel and security logistics;
• Provide recruitment and onboarding support as directed (post positions, set up interviews, develop new hire onboarding schedules, maintain personnel folders)
• Assist with review of expense reports from project staff to ensure compliance with DAI finance and accounting procedures and project policies;
• Assist with review and submission of subcontractor invoicing, at the direction of the Operations Manager;
• Develop and maintain discrete project trackers (procurement, deliverables, expenses, etc.) to ensure compliance and accurate record-keeping;
• Coordinate and track teamwide completion of mandatory trainings and software updates;
• Ensure that project inventory records remain up to date and that all inventory is tracked according to DAI policy;
• Support the maintenance of administrative records by saving and categorizing in a rational, straightforward hierarchy all documentation on shared file servers and project management systems in accordance with the project’s document saving protocol and norms;
• Support technical and operational procurements through document organization, note-taking, and working directly with the procurement team to ensure compliance with all DAI policies and procedures, in addition to audit support, as required;
• Support subcontracting process through document review, support to price analysis, and drafting of documentation related to the procurement process;
• Support development of templates and guides for procurement team and/or partner firms to support improvements in the procurement and subcontracting process;
• Support DAI Home Office in procurement efforts for the project including: subscriptions, IT equipment, goods, and services utilizing DAI procurement systems and compliant with USAID and DAI regulations and systems;
• Provide event and meeting organization support as needed;
• Support and participate in key meetings with rapporteur duties as needed;
• Coordinate travel logistics, country clearance, and other necessary security compliance measures for core staff and buy-in staff/consultants;
• Other administrative or operational support duties as assigned.

Qualifications

• Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management or Procurement
• At least 6 years of progressively responsible administration, operations, and procurement experience with at least one year in NGO or international organization.
• Strong office management and communications skills.
• Demonstrated ability to work in dynamic environments and achieve development outcomes.
• Ability to perform high-level duties with a minimum of supervision.
• Professional proficiency in English is required, and proficiency in local languages is preferred.
• Experience in supporting domestic and international travel and event planning is preferred.
• Experience with USAID policies and regulations is preferred.
• Previous experience with DAI policies, procedures, and systems (TAMIS, etc.) preferred.

Skills

• An extremely well-organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus.
• Demonstrated strong problem-solving skills as well as exceptional customer relations (both internally & externally); provides sound business judgment and contractual oversight.
• Possesses training and/or work experience in problem-solving, leadership, and conflict management.
• Excellent communication and personnel management skills and ability to relate to people at all levels of an organization and from different multicultural backgrounds.

Reporting

The Operations Assistant will report to the Operations Manager.

About DAI

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world.

DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work. DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner.

DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All of our positions are therefore subject to stringent vetting and reference checks.