SAVE THE CHILDREN INTERNATIONAL
BANGLADESH COUNTRY OFFICE
ASSISTANT ADMINISTRATIVE OFFICER FRONT DESK
TEAM/PROGRAMME: Administration
GRADE: F
LOCATION: Dhaka
POST TYPE: Regular
Child Safeguarding:
Level 1: the role holder will not have contact with children and/or young people, or access
to personal data about children or young people, as part of their work; therefore a police
check will not be mandatory unless the content or location of the role changes, in which
case the Child Safeguarding level will be reviewed.
ROLE PURPOSE:
This position is mainly responsible for managing reception desk and handling telephone
calls, PABX equipment at Dhaka office. S/he will handle every visitor in a polite and
courteous manner and exceed guest expectations, provide prompt, and efficient service to
all visitors. Receive all incoming mails/invoices and enter record in relevant register, ensure
all mails are distributed promptly and accurately to the respective person on the same day
and keep reception area and front desk clean and tidy at all times are some other
requirements.
SCOPE OF ROLE:
Reports to: Administrative Officer Store and Reception
Dimensions:
Staff directly reporting to this post: None
KEY AREAS OF ACCOUNTABILITY:
Key Area 1: Front desk management
- Meet and greet visitors to office and respond to public queries.
- Provide prompt, courteous and efficient service to all visitors so as to achieve a high
level of visitor satisfaction through personalized services.
- Ensure proper operation of the switchboard, resulting in fast and efficient transferring of
internal and external calls.
- Place fax both for local or international and arrange the teleconference as required.
- Maintain an up to date knowledge of official meetings inside the office premises to guide
the visitors properly.
Key Area 1I: Incoming mail management and bill register:
- Distribute the incoming mail promptly and accurately to the respected person. And log
the record in the mail register.
- Keep the record of outstanding invoice in the system.
Key Area III: Cheque disbursement
- Receive cheques from finance and distribute to the concern vendors within the earliest
possible time. Follow the proper instruction regarding cheque disbursement and keep the
record.
Key Area 1V: Support the Procurement Department
- Tender schedule distribution and assist the vendor regarding quotation drop.
Key Area V: Coordination with SCI Banani Office:
- Coordinate with Transport Section to maintain timely and uninterrupted shuttle service
between Gulshan and Banani Office.
- Ensure proper distribution of mail and other necessary things between offices
VI. Ready to work to respond to any natural disaster or emergency situation anywhere in
Bangladesh.
SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:
DATE
SAVE THE CHILDREN INTERNATIONAL
BANGLADESH COUNTRY OFFICE
Holds self accountable for making decisions, managing resources efficiently, achieving
and role modelling Save the Children values
Holds the team and partners accountable to deliver on their responsibilities - giving them
the freedom to deliver in the best way they see fit, providing the necessary development
to improve performance and applying appropriate consequences when results are not
achieved
Ambition:
Sets ambitious and challenging goals for themselves (and their team), takes
responsibility for their own personal development and encourages others to do the same
Widely shares their personal vision for Save the Children, engages and motivates others
Future orientated, thinks strategically.
Collaboration:
Builds and maintains effective relationships, with their team, colleagues, Members and
external partners and supporters
Values diversity, sees it as a source of competitive strength
Approachable, good listener, easy to talk to
Creativity:
Develops and encourages new and innovative solutions
Willing to take disciplined risks
Integrity:
Honest, encourages openness and transparency
QUALIFICATIONS AND EXPERIENCE:
ESSENTIAL :
Working Experience: At least 2 years of experience in managing PABX and front desk,
preferably in an international organization.
Skills: Excellent verbal communication skills especially in English, Excellent listening skills,
Excellence in official telephonic communications, Prompt in responses.
S/he should have excellent operational knowledge on PABX, excellent verbal communication
skills, especially in English, official telephonic communications, and should be proficient in
computer operation, particularly in MS Word, Excel, Power Point, Outlook.
-
Problem solving and decision making,
Applying technical and professional expertise,
Working effectively with others,
Communicating with impact
Networking.
DESIRABLE :
Academic: Bachelor degree in the relevant field.
Job related knowledge: Relevant technology, troubleshooting and understanding about basic
admin functions
Attitude:
To work in team
To protect children in connection
To be non-discriminatory and gender sensitive
Date of issue:
Author :
Signature of Supervisor:
Signature of Supervisee:
DATE
