CLASSIFIATION GRID: Grade 4
DEPARTMENT: Humanitarian operation department
POST HOLDER:
WORK BASE: Qatar Charity Bangladesh Office
WORK AREA: Cox’s Bazar & Teknaf, Bangladesh
Reporting To: Hierarchical: Admin And Procurement Coordinator (Shamim Ahmed)
Hierarchical: Finance Manger (Fuad AlKhasheb)
Functional: Project Officer – Relief Coordination (Anas Abulaban)
JOB SUMMARY: The Administrative Assistant (Finance and Procurement) is responsible for supporting the financial, procurement, and administrative functions of relief projects in Bangladesh. The role includes assisting in financial processes such as payment follow-up, budget tracking, and documentation, in addition to managing procurement activities, coordinating logistics, and maintaining proper records. The position also supports overall office operations, staff coordination, and ensures smooth day-to-day administrative processes. The role ensures compliance with organizational financial and administrative procedures, maintaining accurate, transparent, and accountable systems in a humanitarian setting.
GENERAL RESPONSIBILITIES:
- Objective 1: Manage office administration and daily operations.
- Oversee day-to-day administrative functions of the office.
- Ensure office facilities, utilities, and supplies are properly managed.
- Maintain an organized and functional working environment.
- Support staff with administrative needs and coordination.
- Objective 2: Handle documentation and record management.
- Maintain proper filing systems (physical and electronic).
- Manage official documents, correspondence, and records.
- Ensure accurate archiving and easy retrieval of documents.
- Support preparation and formatting of official reports and letters.
- Objective 3: Support logistics, procurement, and financial processes
- Coordinate with logistics team for procurement and supply requests.
- Track delivery of goods and services.
- Maintain records of assets and inventory in coordination with relevant teams.
- Support vendor communication and administrative follow-up.
- Assist in preparing and processing payment requests and follow up with the finance unit.
- Maintain proper financial documentation for procurement and operational expenses.
- Support tracking of project expenditures against approved budgets.
- Objective 4: Support staff coordination and communication.
- Facilitate communication between departments and field teams.
- Schedule meetings, prepare minutes of meetings, and follow up on action points.
- Assist in coordinating staff attendance and administrative tracking.
- Support planning and organization of field visits.
- Objective 5: Ensure compliance with administrative and financial procedures
- Follow organizational policies, procedures, and administrative systems.
- Ensure proper documentation for all administrative and financial processes.
- Support audits and internal reviews when required.
- Maintain accountability and transparency in administrative and financial work.
- Objective 6: Support reporting and data management.
- Assist in compiling administrative, operational, and basic financial reports.
- Maintain records related to activities, staff, logistics, and expenditures.
- Support data entry and financial tracking where required.
- Ensure timely submission of reports.
- Objective 7: Support field operations and emergency activities.
- Provide administrative support to field teams and project activities.
- Assist in organizing logistics for outreach and mobile operations.
- Support emergency response activities when required.
- Adapt to changing priorities in emergency contexts.
- Objective 8: To ensure employees adhere to ethical standards, organizational policies, and legal requirements while always maintaining integrity and professional conduct.
- The Employee undertakes to use the Association's technological devices, software, and systems for professional purposes only.
- The employee hereby acknowledges that they have read, understood, and agreed to comply with all applicable organizational policies and guidelines, including but not limited to the Code of Conduct, PSEA Policy, Safeguarding Policy, Conflict of Interest Policy, Fraud Prevention Policy and the Non-compliance may result in disciplinary action.
- The staff obliges to immediately report any violations of the associations policies or Bangladesh Law that was discovered during their work including illegal activities, or breech of work ethics.
- The employee is prohibited from engaging in any behaviour that continues harassment or discrimination against any of their colleagues. Partners, stakeholders, etc.
- Staff must agree that giving or receiving any gift, money, or benefit that is illegal or dishonest—directly or indirectly—is not allowed
- The Employee undertakes that, throughout their employment with Qatar Charity, they shall not engage in any form of bribery or corruption, whether directly or indirectly, and shall comply with all applicable anti-corruption laws of the country and organizational policies.
- Objective 9: Ensure the implementation of Qatar Charity’s safeguarding standards, including PSEA and GBV prevention, across all project activities to maintain a safe and accountable environment.
- Implement and monitor safeguarding measures, ensuring compliance with Qatar Charity’s PSEA and GBV policies throughout the project lifecycle.
- Abide by QC’s Child Protection and Safeguarding related policies to keep children and young people safe and to respond to concerns about a child's safety or wellbeing.
- Establish and maintain confidential, accessible reporting channels for safeguarding concerns and ensure timely response and escalation.
- Collaborate with HR and relevant departments to integrate safeguarding into field activities.
- Ensure risk assessments include safeguarding considerations and mitigation strategies for all project activities.
