✫✫ Hot Job @ ACDI/VOCA Volunteer Assignment Coordinator/ Administrative Assistant

Position Description – Volunteer Assignment Coordinator / Administrative Assistant
Job Title
Volunteer Assignment Coordinator / Administrative Assistant
Project name
Bangladesh: Livestock Production for Improved Nutrition (LPIN)
Award #
September 15, 2105 – June 14, 2020
Job Posting
Chief of Party (Dhaka Based)
Company Information:
For over 50 years and in 145 countries, ACDI/VOCA has empowered people in developing and transitional nations to succeed in the global economy. Based in Washington, D.C., ACDI/VOCA is a nonprofit international development organization that delivers technical and management assistance in agribusiness systems, financial services, enterprise development and community development in order to promote broad-based economic growth.
Project Information:
ACDI/VOCA, a leading international development organization, based in Washington, D.C., is currently implementing a $6 million, five-year program entitled “ Feed the Future Bangladesh Livestock Production for Improved Nutrition Project (LPIN)” funded by the United States Agency for International Development (USAID). Through the Livestock Production for Improved Nutrition (LPIN) project, USAID/Bangladesh seeks to impact rural household nutrition by improving the utilization of livestock products, and Food Security.
LPIN aims to increase livestock productivity through increased access to better livestock management techniques and primary animal health care services, improve access of rural households to hygienic, diverse, and quality food in order to enhance nutrition and health status, especially of women and children.
Position Summary:
The Volunteer Assignment Coordinator / Administrative Assistant will provide overall administrative support to LPIN project activities, volunteers, and LPIN staff.  He/she will make logistical arrangements for volunteers as well as manage administrative services for the project such as office/residence leases, security and transportation.
The position will also assist with the procurement of goods and services for LPIN in compliance with ACDI/VOCA procurement policy and USAID regulations.
  • Make the logistical arrangements for volunteer consultants, including hotel reservations, airport pick up and drop off, local transportation, creating welcome kits, etc
  • Ensure the safety and security of volunteers while in country
  • Ensure that volunteer end-of- assignment reports are completed and sent to ACDI/VOCA HQ
  • Act as a translator/interpreter when necessary
  • Support the LPIN stff in overall administration and implementation of project activities
  • Prepare procurement packages for goods and services. Develop and maintain a list of vendors to ensure competitive prices and offers; issue RFQ/RFPs, request quotes, summarize and provide suggestions on received offers, quotations or bids in accordance with ACDI/VOCA Procurement Policies and Procedures
  • Develop a comprehensive and easy-to-follow filing system for memorandums, correspondence, purchase orders, invoices, receipts, and other important documents. Maintain all procurement documents in an auditable, organized and orderly manner for easy and quick tracking and identification of information.
  • Ensure that all assets are properly recorded in the inventory register and conduct regular inventory of all office equipment.
  • Collect and review vehicle logs and arrange for fuel purchase / distribution. Review drivers’ maintenance records and log books to ensure that proper records are maintained for office vehicles
  • Organize or coordinate planning and arrangements of on-site and off-site meetings, conferences and workshops. Assist with the logistics of meetings and events as directed which may include the setting up of rooms, arranging catering and refreshments, taking minutes, and the preparation of papers for distribution.
  • Provide supporting documents to and coordinate with the accounting officer to ensure timely processing of vendor invoices. Communicate with vendors to respond to inquiries and resolve issues.  
  • Track leases and other agreements and initiate renewal/fresh selection through timely negotiation with the landlords and vendors.
  • Assist with the development and maintenance of systems to ensure the effective delivery of the service including liaison with IT, Finance and HR as required.
  • Answer incoming phone calls and program inquiries. Exercise judgment in referral of more complex enquiries or complaints to relevant team members or the Team Leaders in accordance with site and service specific policies and procedures.
  • Receive visitors to the office with a high standard of courtesy and hospitality. Ensure that people are treated equitably and with sensitivity and respect to ensure that the needs of families from culturally and linguistically diverse backgrounds and heritage are catered for appropriately.
  • Maintain strict confidentiality about program activities and staff.
  • Assist the Chief of Party in collating information from the team and preparing it for reporting and evaluations and assist in maintaining databases.
  • Manage correspondence and prepare powerpoint and other presentations i.e. arrange for all appropriate correspondence to be accurately prepared and sent out as required, collect and sort incoming and outgoing mail.
  • Attend staff meetings and work effectively with the team to develop a cooperative relationship with all members of staff to ensure a smoothly operating service and a consistently caring and secure environment for internal and external stakeholders at all times.
  • All other duties as requested by the Chief of Party.
  • Bachelor's/university degree, preferably in international development, sociology, anthropology, women’s studies, agriculture, health- or other related discipline.
  • At  least 1 year of experience working in an office environment
  • High level organizational skills and ability to prioritize tasks in a busy environment
  • Excellent English skills, both verbal and written
  • Demonstrated experience as an “office all-rounder” and in developing and maintaining office systems
  • Demonstrated high level of computer literacy and ability to adapt to new software quickly
  • Demonstrated experience with computer-based Microsoft packages (Excel, Word, and PowerPoint and Access)
  • Experience in minute-taking and drafting general correspondence
  • Strong attention to detail
  • Ability to be flexible, adaptable and incorporate change within the working environment
  • Prior experience with USAID projects, procedures and policies
To be considered for this recruitment, please submit a resume in English to: acdivocalpin@gmail.com by 9 August, 2015, with Volunteer Coordinator in the email subject line. Resumes should list long-term employment history and any relevant short-term consulting work. No phone calls please. Only finalists contacted. Women and minorities encouraged to apply.

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