Administrative Assistant, English Access Scholarship Program

Brief description of JAAGO Foundation Trust

JAAGO Foundation Trust is dedicated to combating illiteracy and malnutrition among underprivileged children in Bangladesh, focusing on creating a society free from exploitation and discrimination, aiming to improve social conditions through education and youth empowerment.

JAAGO Foundation Trust collaborates with various local and international organizations to enhance its impact. It adheres to values of mutual respect, justice, transparency, and accountability, ensuring that all activities align with its mission to improve the lives of disadvantaged communities.

Committed to the highest standards of ethical conduct, JAAGO Foundation Trust has robust policies to address issues like fraud, corruption, and sexual exploitation. Through its diverse programs and initiatives, JAAGO Foundation Trust continues to make significant strides in empowering underprivileged children and fostering sustainable development in Bangladesh.

Position Summary

The Administrative Assistant will support the implementation of the English Access Scholarship Program by handling field-level logistics and administrative operations. This role focuses on ensuring that all classroom sessions, enhancement activities, and other program operations are executed effectively and in compliance with JAAGO’s policies and donor requirements. The Administrative Assistant will work closely with the Project Manager, Teachers, Teacher Assistants, and other stakeholders to maintain efficient and seamless operations.

The job circulars are on a rolling basis.

Job Responsibilities

A. Administrative Support

• Manage and organize program documentation, including attendance records, reports, and contracts, ensuring compliance with organizational and donor guidelines.
• Schedule and coordinate meetings, workshops, and training sessions, preparing agendas, taking meeting minutes, and distributing follow-up materials.
• Maintain an inventory of office supplies and program materials, ensuring timely procurement and distribution.
• Process and maintain permits, approvals, and necessary documentation from local authorities to facilitate program activities.

B. Logistics Coordination

• Coordinate transportation for students, teachers, and materials to and from program locations, ensuring timeliness and cost-effectiveness.
• Oversee the storage, and delivery of program materials, ensuring proper inventory tracking and documentation.
• Monitor the readiness of classrooms, ensuring that they meet safety and program-specific requirements.
• Manage logistics for enhancement activities, off-site visits, and events, ensuring alignment with program schedules and goals.

C. Financial and Compliance Support

• Maintain accurate records of program expenses, adhering to JAAGO’s financial policies and procedures.
• Assist in preparing expense reports, budgets, and financial projections for administrative and logistical activities.
• Coordinate with vendors to ensure timely payments and accurate documentation of all transactions.
• Ensure compliance with donor guidelines, organizational policies, and local regulations.

D. Field-Level Operations

• Provide on-the-ground logistical and administrative support during classroom sessions, enhancement activities, and off-site events.
• Respond to operational challenges, including transportation issues and material shortages, by implementing timely solutions.
• Regularly visit program sites to monitor logistical operations and address any concerns.

E. Risk Management and Problem-Solving

• Identify and mitigate risks related to logistics, such as supply chain disruptions or delays.
• Proactively resolve day-to-day operational issues to ensure uninterrupted program delivery.
• Provide recommendations to improve logistical processes and address recurring challenges.

Education:

• Bachelor’s degree, diploma, or equivalent qualification in Business Administration or a related field.

Experience:

• A minimum of 2 – 4 years of experience in administrative and logistical roles, preferably in education or development programs will be an added advantage.
• Experience in managing logistics for multi-stakeholder programs is a strong advantage.

Skills and other competencies

Skills:

• Strong organizational and multitasking abilities with an acute attention to detail.
• Excellent communication and interpersonal skills to engage with diverse stakeholders, including teachers, students, and local authorities.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and software/tools.
• Fluency in both English and Bengali is required; knowledge of local dialects is an advantage.

Key Competencies

• Administrative Efficiency: Proven ability to manage complex administrative tasks and maintain accurate records for compliance and reporting.
• Logistical Expertise: Skilled in coordinating transportation, inventory management, and procurement processes.
• Problem-solving: Adept at identifying operational challenges and implementing effective solutions promptly.
• Communication and Collaboration: Strong ability to coordinate with teams, vendors, and community stakeholders to achieve program goals.
• Adaptability and Resilience: Capable of handling dynamic field environments and responding to changing circumstances effectively.