Assistant Manager – Admin and Procurement

Helen Keller International (HKI)

 

Helen Keller International (HKI)

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Summary

• Vacancy: —
• Location: Dhaka
• Experience: At least 7 years
• Published: 8 Aug 2024

 

Requirements

Education

Bachelor’s/university degree, preferably in business administration, management or any other related discipline

Experience

• At least 7 years

Additional Requirements

• Minimum of seven years of experience working within office operations as a senior administrative officer/assistant admin and procurement manager/manager admin and procurement/office manager.
• Previous experience working for an INGO or International developing agency.
• Prior experience working with USAID funded project will be an added advantage.
• Demonstrated ability to work under pressure and meet deadlines.
• Ability to communicate well in person and in writing such as letters, reports and policy documents.
• High level organizational skills and ability to prioritize tasks in a busy environment

Responsibilities & Context

Guided by the remarkable legacy of its co-founder, Helen Keller, Helen Keller Intl partners with communities striving to overcome longstanding cycles of poverty. By delivering the essential building blocks of good health, sound nutrition and clear vision, we help millions of people create lasting change in their own lives. Working in more than 20 countries – across Africa, Asia, Europe and the United States – and together with a global community of supporters, we are ensuring every person has the opportunity – as Helen did – to reach their true potential.

We are currently seeking an Assistant Manager – Admin and Procurement based in Dhaka to join the country office and have a role in all aspects of the admin and procurement function and to facilitate the integration between admin, procurement and program staff towards the common goal of ensuring that project objectives are met.

Base Station: Dhaka

Scope of the Position:

The Assistant Manager – Admin and Procurement will be responsible for the efficient implementation of all administrative, logistics and procurement activities of Helen Keller Intl. Bangladesh. S/he will serve as a focal point for admin, logistics, procurement, vehicle management, staff safety & security.

Country Program Overview:

Starting in 1978 by promoting and implementing Nutrition programs, today, Helen Keller Bangladesh is implementing large scale food and health systems program work in Dhaka, the Chittagong Hill Tracts (CHT), Sylhet, Bogura, Pabna and Narayangonj through and with the government of Bangladesh, as well as national and international partners and NGOs, academic and research institutions, and the private sector.

Since its beginning, Helen Keller Bangladesh has worked with over 150 local, international and government partners to establish Enhanced Homestead Food Production (HFP) programs benefiting over 4.5 million people. We are currently implementing programs to prevent blindness and Neglected Tropical Diseases alongside to programs to improve nutrition and food security that integrate gender-sensitive approaches

Responsibilities of the Assistant Manager – Admin and Procurement:

Key Areas of Responsibilities

Ensure visa and work permit (5%)

• Ensure expatriate staffs’ visa and work permit
• Coordinate with Passport & Immigration Department for up keeping organization and the expatriate staffs’ visa and work-permit when required.

Administration (50%)

• Review and finalize country office agreement including expat house rent agreement.
• Assist all international and domestic travel arrangements, accommodation, and other logistics to all employees.
• Supervise to ensure utility facilities, land phone and other facilities.
• Assist to organize workshop, meeting.
• Arrange accommodation and assign duties to drivers.
• Asist to supervise and ensure proper maintenance of all vehicles.
• Provide support to field-based administrative and operations teams in coordination with the relevant program manager.
• Supervise support staffs for office cleaning and ensure the office environment neat and clean.
• Responsible for routine maintenance work/equipment of Helen Keller Intl. Office like servicing of AC, Generator, Lift, Pest control management etc

Procurement (35%)

• Perform procurement activities such as sourcing, quotations, price negotiation, PO processing, ordering, tracking, delivery and reporting, in accordance with donor and Helen Keller Intl policies.
• Work with program staff to plan and coordinate the timely procurement of program support materials, to include the stationary and simple services.
• Manage high value solicitations, to include review/ preparation of specifications, sourcing and leading the evaluation of bid for complex technical capital equipment and services.
• Ensures all procurements are implemented and documented with highest integrity, transparency, and competitively, and in accordance with Helen Keller’s Code of Conduct and the Document Management for Procurement policies
• Ensure vendor performance, timely delivery and quality of products and related services.
• Document processes and identify areas for process improvement and system enhancement.

Managing transport and its maintenance (10%)

• Responsible for checking vehicle log book when required, keep record of fuel requirement and maintenance record of all vehicles in each month.
• Prepare vehicle schedule in each day and circulate to the requester;
• Ensure all sorts of maintenance work related to vehicle and up keeping its blue book, insurance etc

This position is accountable to the Country Director for performance. Timely implementation of effective procurement process and administration are the main areas of assessing performance.

Employment Status

Full Time

Job Location

Dhaka

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