UNITED NATIONS CHILDREN'S FUND
Bangladesh COUNTRY OFFICE
VACANCY NOTICE NO. 17/2013
POST TITLE: Administrative Assistant
Post No : 16932
POST LEVEL
: GS-6
REPORTS TO: Administrative Officer(NOA),
ORGANIZATION UNIT: Admin Section
DUTY STATION: Dhaka
DATE ISSUED: 29 October 2013
CLOSING DATE :
14 November 2013
CONTRACTUAL STATUS: Fixed-Term (FT)
PURPOSE OF THE POST
Under the general supervision of Administrative Officer (NO-A) the incumbent of the post is responsible for visa, passbook, vehicle
registration and coordination with different ministries and departments.
Provides Admin. and logistic support to Bangladesh Country Office for all official workshop/training/meeting, conference, reception,
etc.
MAJOR DUTIES AND RESPONSIBILITIES OF THIS POST INCLUDE:
30%
15%
10%
15%
10%
10%
Visa and Passbook
Prepare routine communication letters to the department of immigration and passports to arrange resident visas for international SMs,
their family members and consultants. Ensure timely renewal of visas for the same when expires. Obtain permission from NBR through
C&F agent for issuance of custom passbook. On receipt of permission from NBR, ensure issuance of custom passbook for the concern
SMs. Also ensure extension of the same before expiry of validity of these books. Communicates with SMs for update on visa situation
and Passbook extension.
Airport Protocol
Provide protocol services to the Representative at the Airport at time of arrival and departure. Prepare routine communication
letters/Note verbal to Embassies, Airport authorities related to visas for national and international staff members their family members
and consultants. Assist official visitors for visa on arrival and Immigration formalities.
Vehicle Registration and deregistration
Obtain prior permission from MOFA before importing any vehicle. Ensure registration of imported vehicles and extension of
registration prior to expiry each year. Obtain permission from MOFA for disposal of PSBed vehicles. Follow-up and ensure registration
and deregistration of IPs’ personal vehicles from MOFA and BRTA with the assistance of LTA C&F agents.
Coordination with MOFA , Civil Aviation and SB/NSI
Provide full protocol services including those related to airport, MOFA and civil aviation, police departments, Deputy Commissioner’s
Office, SB Office etc. Obtain security clearance for the Representative for his domestic travels.
Logistics Support for Seminar and Conferences
Organise/make administrative arrangements for official meetings, workshops, training, seminars, conferences and receptions including
search/selection of most cost effective venue, finalize menu, arrange catering and other logistic support. Explore different conference
facilities in Dhaka and outside. Negotiate rates with them. Prepare list of available facilities.
Payment Certification:
Certifies/verifies payments related to custom Passbook, meetings, seminars and conferences.
10%
Hotel booking:
Explore the market for suitable and economic accommodation to be used for visitors. Prepare/update list of such suitable
accommodations. Negotiate with the Guest houses/hotels for competitive rates for UNICEF Guests. Book suitable accommodation for
visitors/consultants and communicate information to them, when necessary.
MINIMUM REQUIREMENTS:
Educational requirements: Completion of secondary education supplemented by technical or university courses in the relevant field.
Proficiency in use of computers, especially word processing, spreadsheets and graphics essential.
Work Experience: 6 years progressively responsible work experience in the field of administration and/or related field.
Language requirement: Fluency in English and very good working knowledge of Bangla
Competency:
Core Values (Required)
Commitment
Diversity and Inclusion
Integrity
Core Competencies (Required)
Communication [I]
Working with People [II]
Drive for Results [I]
Functional Competencies (Required)
Analyzing [II]
Applying Technical Expertise [II]
Following instructions and Procedures [II]
Planning and Organizing [II]
Submissions: Application must be submitted before the closing date to the Chief, Human Resources Section, UNICEF Bangladesh,
BSL Office Complex, Shahbagh, 1 Minto Road, Dhaka. Applicants must include a completed UN Personal History Form(P-11,
available in the UNICEF local website: www.unicef.org.bd), CV and copies of your two most recent Performance Evaluation
Report(PERs).
DISTRIBUTION:
All UNICEF staff members and U.N. Agencies in Bangladesh
UNICEF is a smoke-free environment
Applications from qualified women are encouraged