Position Title: Human Resource and Administrative Assistant (Bangladesh National, Dhaka, Bangladesh)
Open Period: 18 November- 2 December 2024
Background : The Regional Integrated Multi-Hazard Early Warning System for Africa and Asia
(RIMES) is an international and intergovernmental institution, owned and managed by its Member States, for the generation and application of early warning information. RIMES evolved from the efforts of countries in Africa and Asia, in the aftermath of the 2004 Indian Ocean tsunami, to establish a regional early warning system within a multi-hazard framework for the generation and communication of early warning information, and capacity building for preparedness and response to trans-boundary hazards. RIMES was established on 30 April 2009, and was registered with the United Nations on 1 July 2009. RIMES operates from its regional early warning center located at the campus of the Asian Institute of Technology in Pathumthani, Thailand.
Position Description:
Human Resource and Administrative Assistant reporting to the country program lead through finance and operations officer will implement human resource, and administration policies, procedures, and programs, ensuring adherence to RIMES staff and administration rules and regulations, in support of the operation of the RIMES country facility, implementation of programs and projects, and of RIMES institutional processes.
Contract Type: Full-Time Contract
Duty station: Dhaka, Bangladesh.
Minimum Qualifications:
Education:
At least Bachelor’s degree in human resource management, business management, development studies, social sciences, or any related field.
Experience:
At least 2-3 years of relevant experience in reputed national and international non-profit organizations.
Other requirements:
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Demonstrated ability to work effectively with a wide range of people.
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Excellent written and verbal communication skills.
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Good leadership and management skills.
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Excellent organizational abilities.
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Strategic thinker, able to manage multiple priorities.
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Ability to stay calm in busy and stressful situations.
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Ability to handle disciplinary issues appropriately.
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Good negotiation abilities; multi-tasking ability.
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Ability to act as a mediator when staff conflicts arise.
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Ability to keep confidential matters confidential.
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Ability to analyze, evaluate, and summarize financial records for accuracy and conformity to procedures, rules, and regulations proficiency in English.
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Exceptional attention to detail and accuracy
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Ability to work effectively in a multi-tasking and multi-cultural environment
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Demonstrated ability to work as an integrated team.
Languages:
Excellent knowledge of English and Bengali (both oral and written).
Major Duties and Responsibilities:
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Facilitate New staff recruitment process including approval from HQ, job posting in various platforms, screening, testing, and interviewing applicants etc.
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Prepare all recruitment files as per HQ guideline and send HQ for Approval for onboarding of new staff.
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Facilitate orientation activities for new staff by providing staff information packets, reviewing company policies, explaining benefit programs etc. Facilitate refresher trainings on policy and procedures for staff members.
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Maintain human resources records for staff by documenting the hiring, transfer, termination, change in job classifications etc. in hard copy and soft copy both.
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Maintain Staff Leave record timely and keep documents up to date in soft copy as well as hard copy.
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Prepare a staff personal file for each staff containing documents like updated cv, last education certificate, recruitment and selection related files for new staff, medical certificate, police verification certificate, leave applications and record etc.
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Set up and schedule meetings for interviewees, hiring managers, employees, and department heads, as needed.
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Create new email address for new staff and close at the time of exit.
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Probation period evaluation and finalization for new staff.
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Prepare exit files when staff leave rimes and finalize final settlement with HQ.
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Collect approved MIS Timesheets and Progress reports from all Staff by 25th of each month and submit them to the finance department.
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Serve as the primary contact for employee inquiries and issues, including conflict resolution, grievances, and disciplinary actions.
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Foster a positive work environment and culture that supports employee well-being and satisfaction.
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Identify training needs and organize training programs to enhance employees’ skills and competencies.
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Implement performance review systems and processes to regularly assess employee performance.
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Work with management to set performance objectives and ensure feedback and performance outcomes are clearly communicated.
Operation Support:
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Ensure filing is up to date for various subjects, including lists of suppliers, contractors, consultants, etc.
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Oversee office equipment and supplies, ensuring that all office equipment and supplies, such as stationery, are present and in acceptable condition.
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Maintain inventory of office equipment, instruments, furniture, etc. Maintain record of all assets and ensure tagging and record disposal of assets in soft copy and hard copy.
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Arrange venues for meetings and workshops under various projects by collecting quotations and preparing comparative statements for suitable vendors.
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Prepare purchase requisition for purchasing any kind of goods from petty cash as well as project budget.
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Finalize vendor enlistment files under various categories like supplies, IT equipment etc.
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Prepare vendor contract renewal files under various services like Office rent, service agreements of car rental etc. timely.
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Prepare a database for Staff and vendors with all relevant information.
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Coordinate with IT department to ensure operational technologies are secure and efficient. Supervise the cleanliness of the office, sitting arrangements, notify the landlord of any damage to the office facilities and ensure that electrical/electronic, safety items are maintained according to the schedule, and manage the transportation needs of staff and visitors.
Procurement, purchasing and contract management:
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Assess procurement requirements, prepare procurement plans, draft specifications and initiate procurement process
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Assist to prepare procurement / tender documents for PR RFQs, RFPs, P.O. etc for procurement.
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Evaluate tenders and quotation documents as and when required.
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Check quality of deliverables and ensure that procured items are delivered properly as per specification as well as contract agreement and deal with performance evaluation of vendors
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Assist to ensure timely procurement of goods/logistical requirement and services through monitoring the procurement progress and follow up with vendors.
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Prepare reports on procurement for project management
Others:
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Other relevant duties and responsibilities as assigned by RIMES management.
Expected Outputs:
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Monthly progress report on assigned tasks
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Activity reports for specific events
Immediate Supervisor
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Senior Finance and Operations Officer
Contract Duration
The contract will initially be for one year and will be extended upon satisfactory completion of a six-month probationary term and each annual performance review.
How to Apply:
Interested candidates should send your application letter, resume, salary expectation and 2 references to rimeshra-bd@rimes.int by midnight of 2 December 2024, Bangkok time. Please state “Human Resource and Administrative Assistant”: Your name” the Subject line of the email. Only short-listed applicants will be contacted.
Ms. Dusadee Moya
Head-Operation Support Department
Regional Integrated Multi-Hazard Early Warning System
AIT Campus, 58 Moo 9 Paholyothin Rd., Klong 1,
Klong Luang, Pathumthani 12120 Thailand.
RIMES promotes diversity and inclusion in the workplace. Well-qualified applicants particularly women are encouraged to apply.