Manager- Administration

Purpose of the Role:

The Administration Manager is responsible to fulfill the operational and IT needs of Dhaka Office. The person will be responsible to manage Office facilities, Lease/ contract agreement, Vendor management, Fleet management, Event management, Budget preparation and utilization, Logistics support, Coordination & liaison with program team and staff supervision. The person with work under Deputy Director of Operations and will work closely with the operations team Field Offices (Cox’s Bazar & Ukhiya).

Highlights of Key Responsibilities:

Operation and Admin support:

·       Ensure and manages office facilities that essentially include timely payment of rental, electricity, water, drainage, visibility considering well-being of staffs

·       Manage office maintenance work and act as housekeeping focal for Dhaka Office

·       Responsible for working on the office improvement for Dhaka Office. Ensure office maintenance work as necessary. 

·       Responsible to ensure office stationaries/ supplies/ consumable items for office and make appropriate plan for next quarter.  

·       Responsible to make contract/ lease agreement and ensure rental payment has paid on time as per contract and update if necessary.

·       Ensure logistics support to training, meeting, workshop in Dhaka level as and when necessary.  

·       Responsible to ensure that the generators are functional, and ensure repair, maintenance, servicing has done on time.

·       Ensure repair maintenance of office equipment and furniture as needed.

• Ensure proper operational support in response to the program request and their priorities.
• Ensure renovation work (if any) of the premises / facilities as needed.

Travel and Accommodation:

• Ensure vehicle support to staff/ CD and others senior management as per request.
• Ensure all logistics for international staff (incoming/ outgoing)
• Support to staff for their travel related issues from/ to Dhaka Office
• Ensure accommodation and others support for staff based on approved TOR/ TAF
• Coordinate with Cox’s Bazar and Ukhiya operation team related to any staff travel and accommodation issues.

Supply Chain and Fleet:

·       Responsible to utilize operation budget and make plan to ensure that the PR has submitted to supply chain well ahead under OADM (Dhaka).

·       Liaison with Supply Chain team to ensure office supplies are smooth and on time delivery to office and field facilities.

·       Ensure office supplies and services are under MSA/ MPA and develop suppliers to get supplies as monthly basis check payment.

·       Ensure office store, stationery and consumables are keep accurate record in store and dispatch with proper documentation.

Information Technology (IT) support:

·       Ensure internet facilities are available in Dhaka office and IT support to staff as needed.

·       Ensure hardware and software are regularly maintained and reviewed with replacement by coordination with IT and Asset team

·       Ensure Dhaka office IT infrastructure is suitable to support for Dhaka based staffs and operational needs

·       Ensure all IT assets are recorded properly with IRC standard procedure and update regularly

·       Support and coordinate with Cox’s Bazar and Ukhiya IT team as when needed.

Staff Supervision and Development:

·       Provide encouraging mentorship and supervision to direct reports. Provide appropriate and timely feedback to support staff regarding their performance, including timely implementation of the regular check in, annual staff performance management system.

·       Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.

Others:

·       Ensure security of IRC Dhaka Office and follow up security guard’s performance in coordination with Security team. 

·       Consult and make recommendations together with the Operations/ Security Coordinator on Dhaka office security and administrative issues

·       Ensure compliance with IRC policies and practice with respect to PSEA, safeguarding, code of conduct, safety and security, anti-harassment, and other relevant policies and procedures.

Major Challenges/Difficulties of this role:

-      Balancing multiple priorities in a dynamic and high demanding work environment.

-      Smooth coordination and communication with Operations, Finance, IT and Supply chain team. 

-      Prioritizing workload to ensure effective operations performance & delivery to staff need.

Deliverables:

·       Manage entire operations includes procurement, logistics, inventory, and IT functions.

·       Manage operations budget preparation, expenditure monitoring and reporting

·       Ensure safety & security of office premise, assets, and human resources as per IRC Standard.

·       Ensure facilities management and equipment maintenance as per IRC workplace standards

·       Monthly operational reporting’s

·       People’s management