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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.

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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. The Admin & Logistic Officer will be also 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:  ensure cleaning and hygienic office environment, maintain petty cash, visitor follow up, Vehicle maintain, Stock maintain, making GRN, and Prepare of lease agreement, service contract, RRRC, CiC and FD-7 related documents and communication with different units/departments.

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

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• 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

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• Proven experience managing supply chain (Procurement) operations and administrative task.
• 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.

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Procurement Support:

• 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.
• 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.

Administrative Support:

• Assist to maintain the record of vehicles, vehicles documents, use and ensure timely servicing and updating of vehicle documents.
•  Assist to maintain records of inventory according to asset classification of organization policies of Central & Regional offices.
• Assist to ensure timely preparation and submission of different reports to NGO Affairs Bureau and ensure timely approval of projects, fund clearance.
•  Maintain and keep update the lease agreement/contract agreement etc documents of organization.
• Assist to maintains records of all administrative & confidential documents of organization provides as and when required.
• Introduce/execute/support organization’s administrative rules & procedures,
• Ensure logistics and materials as per program/admin requirements,
• Ensure mechanisms and direct support to staff for workable office environments,
• Prepare purchase request for office operation and expenditure tacking.

Assist to HR Management.

• Assist to maintain & update regularly the personal files.
• Ensure that all the personal information & HR related documents are available in the respective staff’s personal files.
• Assist to Timely reminder the respective supervisor for staff appraisal etc
• Ensure staff leave records are maintained properly and periodical leave information status is report prepared and circulated for all staff of organization.

General Services:

• Ensure timely payment of all utilities bill (Electrical, Gas, Telephone/Cell phone & e-mail etc.)
• Ensure cleanness of organization premises and office building and security of human & materials recourses of organization.
• Assist to ensure proper maintenance of organization properties and assets.
• Follow up visitor’s movement with register
• Properly maintain stock with track materials in/out and reporting.

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

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Not more than 42 years

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Interested and motivated candidates must submit a CV and cover letter by e-mail to “anandojobs@yahoo.com” with subject “Application for the post of “Admin & Logistic Officer” or hard copy to
The Executive Director, ANANDO, Address: 13A/4A (1st Floor), Babar Road, Block-B, Mohammadpur, Dhaka-1207