Admin and Logistic Assistant

Job Description

Title: Admin and Logistic Assistant

Company Name: Association for Integrated Development-Comilla

Vacancy: 1

Age: 35 to 45 years

Job Location: Cox`s Bazar (Ukhia)

Salary: Tk. 34000 - 35000 (Monthly)

Experience:

• 5 to 9 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor of Commerce (BCom)

• 5 to 9 years
• The applicants should have experience in the following business area(s): NGO

• Age 35 to 45 years

Job Purpose

The Admin and Logistics Assistant is responsible for providing efficient administrative, logistical, and operational support to ensure the smooth implementation of organizational and project activities. The position supports office administration, procurement, inventory and asset management, transportation, travel arrangements, event logistics, documentation, and coordination with staff, suppliers, and other relevant stakeholders.

The incumbent will ensure that administrative and logistical activities are conducted in accordance with the organization's policies, donor requirements, financial procedures, procurement guidelines, and applicable laws and regulations.

Key Responsibilities

A. Administrative Support

• Provide day-to-day administrative support to the project and organizational team.

• Maintain proper filing systems for administrative, procurement, logistics, and operational documents.

• Receive, register, distribute, and maintain incoming and outgoing correspondence.

• Prepare letters, notices, meeting minutes, reports, and other administrative documents as required.

• Maintain office records, registers, and databases.

• Support the preparation and organization of meetings, workshops, training sessions, and other project events.

• Ensure the availability of office supplies and maintain proper records of their use.

• Assist in maintaining staff attendance, leave records, and other administrative documentation.

• Support communication and coordination among project staff and relevant departments.

B. Logistics and Transportation Management

• Arrange transportation for staff, project participants, visitors, and official activities.

• Prepare and maintain vehicle movement schedules and transport requests.

• Coordinate with drivers and transport service providers to ensure timely and efficient transportation services.

• Support travel arrangements, including accommodation, tickets, and travel documentation, where applicable.

• Ensure logistical arrangements for field visits, monitoring activities, workshops, training, and meetings.

• Maintain records of vehicle use, fuel consumption, maintenance, and travel movements where assigned.

• Ensure that all logistics arrangements comply with organizational policies and approved budgets.

C. Procurement Support

• Assist in the procurement of goods, services, and materials required for project implementation.

• Collect quotations and support the preparation of comparative statements.

• Maintain procurement files and documentation in accordance with organizational and donor procedures.

• Coordinate with suppliers and service providers regarding delivery schedules and required documentation.

• Assist in preparing purchase requisitions, purchase orders, and goods received documentation.

• Ensure that procured goods and services meet required specifications and quality standards.

• Support transparent, fair, and cost-effective procurement processes.

D. Asset and Inventory Management

• Maintain updated inventories of office equipment, furniture, supplies, and project assets.

• Support the proper labeling and tagging of organizational assets.

• Conduct regular physical verification of assets and inventory.

• Maintain stock registers and issue records for office and project materials.

• Ensure the safe storage and proper management of supplies and equipment.

• Report damaged, lost, or obsolete assets to the appropriate supervisor.

• Support asset handover and disposal processes in accordance with organizational policies.

E. Workshop, Training, and Event Logistics

• Arrange venues, refreshments, accommodation, transportation, and necessary materials for workshops and training sessions.

• Prepare participant lists, attendance sheets, and logistical documentation.

• Ensure that training and workshop materials are available before the event.

• Coordinate with facilitators, participants, vendors, and service providers.

• Support the proper documentation of logistical expenses and supporting documents.

F. Compliance and Documentation

• Ensure that administrative and logistics activities comply with organizational policies and procedures.

• Maintain complete and accurate supporting documents for procurement and logistics transactions.

• Support internal and external audits by providing required administrative and logistical documentation.

• Follow donor rules and regulations related to procurement, asset management, and operational support.

• Maintain confidentiality and ensure the secure handling of organizational information.

4. Coordination Responsibilities

The Admin and Logistics Assistant will work closely with:

• Project Manager

• Admin and Finance Officer

• Finance and Accounts Team

• Program and Project Staff

• Procurement Committee

• Drivers and Support Staff

• Suppliers and Service Providers

• Government and Local Authorities, when required

5. Required Qualifications

Education

• Bachelor's degree in Business Administration, Management, Commerce, Social Science, or another relevant discipline.

• A diploma or professional training in administration, logistics, procurement, or supply chain management will be an advantage.

Experience

• Minimum 5 years of relevant experience in administration, logistics, procurement, or office management.

• Experience working with NGOs, development organizations, humanitarian agencies, or donor-funded projects will be preferred.

• Experience in logistics support for training, workshops, field activities, and project implementation will be an advantage.

6. Required Skills and Competencies

• Good knowledge of office administration and logistics management.

• Basic understanding of procurement procedures and documentation.

• Strong organizational and time-management skills.

• Ability to maintain accurate records and filing systems.

• Good communication and interpersonal skills.

• Ability to work effectively in a team and coordinate with multiple stakeholders.

• Ability to work under pressure and meet deadlines.

• Good knowledge of Microsoft Office applications, including Word, Excel, and PowerPoint.

• High level of integrity, honesty, accountability, and confidentiality.

• Ability to communicate effectively in Bangla and English.

7. Core Competencies

The successful candidate should demonstrate:

• Integrity and Accountability

• Teamwork and Collaboration

• Effective Communication

• Planning and Organization

• Problem-Solving Ability

• Attention to Detail

• Commitment to Organizational Values

• Respect for Diversity and Inclusion

• Safeguarding and Protection Awareness

8. Safeguarding and Code of Conduct

The Admin and Logistics Assistant must comply with the organization's Code of Conduct and all policies related to safeguarding, prevention of sexual exploitation and abuse (PSEA), child protection, gender equality, anti-harassment, and workplace safety.

The post holder is expected to promote a safe, respectful, inclusive, and professional working environment and immediately report any concerns related to safeguarding or misconduct through the appropriate organizational reporting mechanisms.

9. Performance Expectations

Performance will be assessed based on:

• Timely and efficient administrative support.

• Proper maintenance of administrative and logistics documentation.

• Effective organization of transportation, travel, workshops, and events.

• Compliance with procurement and organizational procedures.

• Accuracy of inventory and asset records.

• Timely availability of office and project supplies.

• Quality of coordination with staff, suppliers, and service providers.

• Compliance with donor and organizational requirements.

10. Additional Responsibilities

The duties and responsibilities listed above are not exhaustive. The Admin and Logistics Assistant may be required to perform other relevant duties assigned by the supervisor or management in support of the effective implementation of organizational and project activities.

• T/A,Tour allowance,Mobile bill,Weekly 2 holidays
• Salary Review: Yearly
• Festival Bonus: 2