UNESCO Dhaka Office
House : 122, Road : 01, Block : F
Banani, Dhaka-1213, Bangladesh
Tel
: 9873210, 9871695 FAX : 9871150
URL : www.unesco.org/dhaka
Email : dhaka@unesco.org
Terms of Reference
Name of Position:
Type of Contract:
Location:
Duration:
Administrative and Logistics Assistant
Service Contract (SB 2)
Dhaka, Bangladesh
01 Year (may be extended upon satisfactory performance and availability
of funds)
Under the direct supervision of Head of Finance & Administration and overall guidance of the
Head of Office, the Administrative and Logistics Assistant provides support to office operations
by performing a variety of standard administrative processes ensuring high quality and
accuracy of work. S/he promotes a client, quality and results‐oriented approach and works in
close collaboration with the Operations, Programme and Project staff in the office to ensure
consistent service delivery.
The Administrative and Logistics Assistant is responsible for providing necessary support in
general office administration, procurement, recruitment, HR, travel and logistical services. S/he
works in close collaboration with Administrative Unit, Programme Staff and related
counterpart in other UN agencies staff to ensure consistent service delivery.
Summary of Key Functions:
 Support in implementation of operational strategies;
 Administrative, Secretarial and logistical supports;
 Support to office maintenance and assets management;
 Support to knowledge building and knowledge sharing.
1. Support in implementation of operational strategies:
 Full compliance of administrative activities with UN/UNESCO rules, regulations, policies
and strategies;
 Provision of inputs to preparation of administrative team results‐oriented work plans.
2. Provides administrative and logistical support:
General Administrative Support Services
 Process incoming and outgoing official documents/letters/contracts of programme
units and HOO;
 Draft official correspondence, memoranda and non‐substantive reports;
 Record staff meeting minutes, prepare, circulate maintain documentation;
 Maintenance of general filing of all official documents ensuring safekeeping of
confidential materials.
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HR Support
Monitor leave records of staff and daily update of Staff attendance monitoring sheet;
Facilitate settlement of new staff and that of outgoing staff;
Support in recruitment process including preparation/advertisement of Vacancy
Announcement;
Prepare inventory of job applications/Curriculum Vitae and preliminary short‐
listing/evaluation, dispatch the interview cards, arrange appointments;
Vehicle Management
Arrangement of vehicle transportation, regular vehicle maintenance and insurance;
Monitoring and verification of daily usage log and fuel consumption, update and
maintenance of vehicle history report;
Fleet management or vehicles movement management (handling requests).
Support in Procurement
Support in procurement processes such as: preparation of solicitation documents,
receipt of bids and comparative statement etc.;
Prepare contracts and keep regular contact with service providers for monitoring of
their contracts’ terms at administrative level;
Ensure regular update of the database of contract documentation, terms of references,
list of suppliers of goods and services;
Ensure proper filing of all procurement related documentation.
Travel Management
Assist to submit travel plan/request, hotel/ticket reservations, prepare travel orders,
security clearances, airport access etc.;
Support in processing requests for visas and other travel arrangements and
requirements;
Review of travel claims and supporting documentation for completeness, accuracy,
reasonableness, validity and conformity with travel rules;
Update concerned entities, plus mission transport staff about arrival/departure
information.
Other Logistics Support
Provide logistic/administrative support to conferences, seminars, workshops, meetings,
etc. as and when required;
Organization of shipments, customs clearance arrangements and preparation of all
necessary documentation, implementation of follow‐up actions;
Support to verify stock registers and items time to time.
3. Provide support to office maintenance and assets management:
 Manage day to day premises’ maintenance work (electric, plumbing and carpentry etc.);
 Maintenance of records on assets management, preparation of various reports;
 Maintenance of files and records relevant to office maintenance;
 Support to maintenance of common premises and common services;
 Maintain of files and records relevant to Telephone/WASA/Gas/Electric bills.
4. Support to knowledge building and knowledge sharing:
 Participation in the training for the operations/project staff on administration;
 Sound contributions to knowledge networks and communities of practice.
5. Perform other duties as and when necessary as directed by the Head of Office/Supervisor.
Required Skills and Experience
Education:
 Bachelor’s degree in Public Administration / Business Administration or any other
relevant discipline.
Experience:
 Minimum 3 years of progressively responsible secretarial, logistical, administrative and
programme experience at any reputed international or national organizations is
required.
Language Requirements:
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Excellent written, oral and listening skills in English.
Core Competencies:
 Excellent skills in computer based application packages i.e. MS Office and web based
applications/tools;
 Proven knowledge on administrative and financial rules, regulations and procedures,
especially internalization and interpretation skills;
 Ability to communicate effectively both in English and Bangla;
 Ability to deal and respond to requests received from national and international
partners/stakeholders;
 Ability to work under pressure and handle complex and critical situations;
 Ability and adaptability to work in a multi‐cultural team environment.
Submission of Applications:
Interested individuals possessing required qualifications, skills and experiences are requested
to submit detailed CVs along with a cover letter (by clearly indicating how requirements of the
respective position match with his/her profile) to the Head and Representative, UNESCO Dhaka
Office, House#122, Road#01, Block‐F, Banani, Dhaka‐ 1213 on or before 31 December 2017.
Only hardcopy applications will be considered and shortlisted candidates will be contacted
for next stages of the process. Please mark on the envelope title of the position applied for.
Female candidates are strongly encouraged to apply.