Admin & Logistic Officer

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Anando

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Summary

• Vacancy: —
• Age: at most 42 years
• Location: Cox’s Bazar (Teknaf)
• Minimum Salary: Tk. 70000 (Monthly)
• Experience: At least 3 years
• Published: 16 Oct 2024

 

Requirements

Education

Bachelor’s degree in supply chain management/ business administration etc.

Experience

• At least 3 years

Additional Requirements

• Age at most 42 years

• 03 years working experience on procurement related work on program implementation and among them at least 02 years of experience in similar position
• Previous work experience in refugee camps
• Previous work experience in emergency settings
• Proven experience managing supply chain (Procurement) operations.
• Experience using supply chain management software and tools.
• In-depth knowledge of preparing and reviewing contracts, invoicing, and negotiation terms.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook etc).
• Management and leadership skills.
• Multi-tasking and time-management skills, with the ability to prioritize tasks.
• Highly organized and detail-oriented.
• Excellent analytical and problem-solving skills/ Conflict resolution skills.
• Mitigation Skills on Govt. rules and regulations (VAT, Tax and Procurement related Govt. Circular).
• Able to travel to meet with vendor and suppliers and work overtime as required.

Responsibilities & Context

• Immediate supervisor : Project
• Contract period : 01.11.2024 to 31.10.2025- High possibility of extension
• Proposed start date : 01st November 2025

Name of Project:

Gender-sensitive Humanitarian Assistance in WASH & Protection for the Rohingya Refugee and Host in Teknaf, Coxs Bazar

Project Context:

The project aims to support the Rohingya Refugees and the Host Communities living in Teknaf Upazila and facilitating their access to improved sanitation facilities, personal hygiene and hand washing facilities. It is expected that the proposed interventions in the selected host communities would bring sustained behavioral change and reduction of health risks associated with water and sanitation related diseases. Through the project expects to reach extreme vulnerable groups and to provide them with direct assistance for identified WASH needs, by coordinating with and complementing the existing WATSAN/WASH programmes of the Government of Bangladesh, DPHE, UNICEF, UPs, BDRCS, UN agencies, international NGOs and local/national NGOs working, LGIs and Upazila administration in Cox’s Bazar.

Objectives of the position:

The Admin & Logistic Officer will be overall responsible for Manage the base supply for products and services and its effective management including procurement, travel & lodging arrangement, Logistic support for training/meeting/workshop, documentation and issue-based decision making. The Admin & Logistic Officer will be responsible to support the delivery of a timely and appropriate response to the current crisis that builds strong links to the existing programs in Bangladesh. The specific focus areas of responsibility will include preparation of Bid document, quotation form, quotation collection, CS work order and service contract agreement, and purchase of goods and services and provide as required and negotiation; communication with different units/departments. Provide leadership and coordination in the administrative, organizational planning, and budgeting. The Admin & Logistic Officer will also be responsible to manage the implementation of different projects supply for products and services for this specific response of the organization response team. Ensure that project implementation meets the global/organizational standards of emergency responses and donors’ compliance aspects; ensure best value monitoring mechanism is established and functional to ensure quality implementation and downwards accountability.

Job Description / Responsibility :

• Maintain the Supply Chain Management and Procurement guideline as per policy.
• As per Donor compliance procurements are followed accordingly.
• Collaborate with key persons to ensure clarity of the specifications and expectations of the base program;
• Prepare records as per Donor standards, guidelines, compliant for proper documentation.
• Update the all the procurement process, follow up with the contractor to ensure in time supply of materials and construction.
• Collects and ensures the necessary information and documentation in order to prepare the purchase (PR / Quotation Request, Technical specifications, samples, designs, etc.) Prepare submits bills and vouchers.
• Update all the present information on major construction items prices in the market.
• Ensure proper documentation for all the procurements and facilitate / support during the time of audit.
• Approve the ordering of necessary goods and services and examine based on the request and tender process and test existing contracts.
• Track and report key metrics to reduce expenses and improve effectiveness.
• Guarantee the quality-price ratio of purchases and that the internal Kit log procedures are respected.
• Expect unfavorable events through analysis of data and prepare control strategies.
• Ensure supplier’s bills are cleared and records are closed according to standard procedures.
• Receive Procurement Request, give feedback and follow-up the Procurement ordering process.
• Purchase and Procurement – Support and Supervision
• Develop necessary contracts and ensure purchase and procurement dossiers and documents are in order with all necessary validations from Logs, Finance, Suppliers.
• Participating in the selection of the supplier through standard procurement procedure (quotations and market assessment, defining criteria, price negotiation, assessing suppliers’ documents, trade licenses and VAT/TAX papers wherever applicable).
• Supervise and ensure deliveries and receptions are according to agreement and also ensure delivery, follow-up with requesters and supervise purchase team providing necessary support.
• Prepare Supply Purchase Orders ensure reception as per quality, quantity approved or requested. Conduct market surveys, suppliers’ analysis and increasing suppliers’ database.
• Ensure filing of documents concerning supplies.
• Identifying any financial risks, ensuring timely delivery of requested goods and services.
• Implementing the best procurement procedures at the Base to maximizes efficiency and value for money.
• Control stock management (storage conditions, reporting, expiry dates) and stock movements.
• Identify, measure and master potential risks to staff and property.
• Catalogue and Framework Agreement development.
• Coordinate closely with Project Coordinators and Field Officers to ensure necessary resources are aligned and ready for immediate deployment.
• Providing relevant technical inputs and support to partner NGOS Log process when necessary.
• Develop and maintain good network of contacts to facilitate emergency responses (customs, suppliers, other etc.) and provide logistics support to any emergency responses when needed.

Compensation & Other Benefits

Staff will also be entitled the Festival Bonus, Insurance, Leave encashment benefit etc. as per HR policy of the organization.

Employment Status

Full Time

Job Location

Cox’s Bazar (Teknaf)

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