AGA KHAN EDUCATION SERVICE, BANGLADESH

JOB DESCRIPTION
Position Title Administrative Officer

Background:

The Aga Khan Education Services (AKES) is an agency of the Aga Khan Development Network and one
of the largest private, not-for-profit, non-denominational educational networks in the developing
world. AKES currently operates over 200 pre-primary, primary, secondary, and higher-secondary
schools and programmes in diverse geographic locations worldwide, including in Afghanistan,
Bangladesh, India, Kenya, Kyrgyzstan, Madagascar, Pakistan, Tajikistan, Tanzania, Uganda and the
United Arab Emirates. Schools offer their respective country's national curricula; some schools in East
Africa and Bangladesh also offer international curricula (IB and CAIE). AKES employs over 3,000
teachers and educates over 75,000 students.

In Bangladesh, the Aga Khan Education Service, Bangladesh (AKESB) is responsible for the operation
of the Aga Khan School, Dhaka (AKS,D), which is well known as an excellent school in the country,
offering international quality education to students. The School currently has three campus located
close to each other in Sector 4 in the Uttara Residential Area, Dhaka.

Job Summary:

The Administrative Officer, will ensure proper maintenance of all AKS,D facilities and create a
preventive maintenance culture, as well as oversee logistics and canteen operations, and ensure the
health and hygiene of everyone at the School in collaboration with the School Medical Officer (SMO).
In collaboration with the Operations Manager and the Head of Secondary School, s/he will also be
responsible for development and implementation of security and safety related organizational
policies and practices at the School.

Key Responsibilities:

1. Maintenance of facilities:
a. Conduct regular inspections of all school buildings and facilities, identify repairs needed and
ensure that such repairs are done in good time through a qualified technical team (e.g.,
masons, carpenters, electricians, etc.).
b. Monitor the work of the maintenance persons at school and ensure that quality work is done.
c. Under the guidance of the Operations Manager, coordinate all major repair works and minor
construction work that is budgeted for at any AKS,D facility. This involves developing and
clarifying specifications for procurement of goods or services; and selecting goods/service
provider in conjunction with senior management and the Procurement Manager, as per
procurement guidelines, for the approval of the Board/CEO. After awarding the contract,
monitor project completion, addressing any issues that come up during the process by bringing
up to the Project Engineer/Consultant, ensuring all laws and regulations are complied with,
ensuring that the terms of the award are complied with, and ensuring proper certification
from the Project Engineer of each project when completed.
d. Provide on-site, responsive and service-oriented support to any maintenance issues that may
come up at the request of the school leadership and senior management. This shall include,
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 but is not limited to, resolution of utility supply and billing issues, flooding, leaks, etc., and
ensure that all requests are dealt with expeditiously and cost effectively with minimum
disruption to learning and bearing in mind Health and Safety considerations as they pertain
to children.
e. Hold responsibility for the comprehensive maintenance of the generators and substations at
each AKS,D facility.
f. Ensure proper maintenance of the indoor and outdoor athletic facilities, grounds etc. as per
requirement of the school.
g. Implement and monitor robust, evidence-based Standard Operating Procedures for cleaning
and disinfection of all school campuses and transportation facilities. This includes training
cleaning staff on SOPs; ensuring availability of cleaning, disinfection, health and hygiene
supplies; undertaking ongoing risk assessments; checking all building and systems (grounds;
buildings; mechanical, electrical, water and sanitation, and emergency systems; etc.).
h. Be responsible for supervising all the Cleaners of school facilities and effective cleaning of all
the facilities, and in particular ensure that all the toilets are cleaned at appropriate intervals.
i. Coordinate bus and microbus services for students and staff, ensuring adequate service
according to bus/microbus routes, and ensure good maintenance and safety of all vehicles
and passengers.
j. Coordinate logistics for any events at School facilities.
k. Pursue as far as possible sustainable, green and energy saving solutions for all school
facilities and assist the AKES,B Central Office in collecting information for greenhouse gas
(GHG) emissions reporting.

2. Security and Safety

a. Ensure security of the total premises as per established security practices, norms and policies
and implement comprehensive Occupational Safety and Health measures at the school
facilities.
b. Liaise with external security providers contracted by the school.
c. Maintain all the keys of all rooms of the facilities under a proper Key Management and
Safekeeping System.
d. Maintain liaison with regulatory authorities including but not limited to the local Police
Station, the local City Corporation, the Sector 4 Kalyan Shamity, etc.
e. Consult with the Operations Manager, Head of Secondary School, and the Central Office
Security Focal Point to develop and oversee the implementation of the AKES,B safety and
security management system at the school, in line with AKDN security policy, offering
direction and guidance on safety and security policy, strategy, standards and procedures.
f. Where necessary, ensure training of AKS,D personnel who have security responsibilities,
including teachers, school staff and pupils.
g. Maintain an Emergency Response Procedure (ERP) at each school campus, to be utilized in
times of crisis and ensure that the procedures are fully understood by the personnel
responsible for implementing them.
h. Develop and maintain a communications system that is robust enough to ensure reliable
communications to required services and personnel in any emergency.
i. Ensure the statutory standards in fire and first aid preparedness are met, provision for fire
and first aid training is made where applicable, and hold periodic fire and earthquake drills.

3. Other Responsibilities:
a. Oversee the management of in-house canteen, transportation and cleaning services.
b. Oversee the administration of all contracts for outsourced services, including but not limited to,
transportation, gardening, cleaning, pest control, etc.
c. Recruit and, in collaboration with the Operations Manager, guide and oversee the performance
of staff reporting to him/her.
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 d. Undertake any other relevant duties, as assigned by the Senior Management Team.

Reporting Relationships:

Reports to: Operations Manager, AKS, Dhaka

Supervises: Store In-charge

Bus Attendants
All non-academic support staff