Admin & Logistic Officer

Job Description

Title: Admin & Logistic Officer

Company Name: Nazrul Smriti Sangsad-NSS

Vacancy: 1

Age: At most 48 years

Job Location: Barguna (Amtali, Taltali)

Salary: Tk. 47738 (Monthly)

Experience:

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

• Master of Business Administration (MBA)

• Master of Business Administration (MBA) with a major in HRM, Human Resource , Accounting, Management, or a related discipline from a recognized university.

• A Postgraduate Diploma in HR and ICT will be considered an added advantage for the position.

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

• Age At most 48 years

• Minimum 5 years of experience in similar type of project in NGOs preferably with international or national organizations.

• To have strong knowledge on HR, procurement policy and procedures of NSS and Concern Worldwide.

• To conceive and explain compliance issues, govt VAT and TAX rules, anti-terrorism, internal control system bribery and anti-corruption procedures.

• Skilled in motorcycle driving with valid driving license.

• High level of IT skill especially in Microsoft Word, advance knowledge in Microsoft Excel, Power Point, knowledge in HR related software operating and internet communication.

• His/Her main contact with Project Coordinator, Executive Director, Project and Concern Worldwide Team.

• Proven writing and oral communication skills in English and Bengali.

• Excellent facilitation/coaching skill to conduct orientation, training, workshop etc.

• Excellent leadership capacity to maintain excellent team building and conflict response management.

• Excellent interpersonal and communication skill.

• Pro-active, self-starter and result oriented, strong analytical and problem-solving skills.

• Demonstrate an ability to remain calm, and composed during time of stress and inspiring the same in the team.

• Professional, Honest, Dedicated, Energetic, Smart, Team builder, Good Listener, Polite in manner with positive personality.

• Able to work under pressure and meet deadlines.

• Clear knowledge on gender norms and sensitiveness.

• Excellent commitment and dedication towards the job.

• Always be ready to carry out any assignment for the sake of the project, donor, or for the organization.

Job Location: Amtalia nd Taltoli Upazila of Barguna District.

Major Job Responsibilities

Administrative

• Planning and Implementing of the overall process of administrative issues and management purposes

• Provide administrative support to project team to smooth implementation of day-to-day activities.

• Keep and monitor attendance and movement register and report to the management.

• Arrange to organize training through accommodating venue, food and logistic support.

• Maintain and manage advanced-level software systems and server/cloud-based data platforms to ensure secure and efficient operations.

• Administering and updating HR software systems, managing Microsoft 365 applications and user accounts, and operating Tally software for financial and accounting support.

• Ensure proper data security, regular system backups, controlled access, and smooth functionality of all digital platforms in compliance with organizational policies and data protection standards.

• Develop administrative procedure and format to maintain personnel file and plans and implementation of program interventions in the working area at Amtali and Taltoli Upazila.

• Facilitate and assist to conduct safety and security orientation.

• Ensure security and safety measure at office and check it periodically.

• Ensure office and other furniture, motorcycle and generator repair and maintenance.

• Supervise support staffs in performing their respective duties for smooth operation.

• Ensure gender and child friendly environment at office space.

• Ensure that the policies are followed and practiced by the project team.

• Prepare training need assessment for developing capacity and skill of the project team.

• Keep fixed asset register and stock register up-to-date.

• Maintain fixed asset properly and prepare physical verification report.

• Maintain and preserve personnel files following the HR rule and Partner’s guideline.

• Maintain software-based leave application/leave record and submit report to the management.

• Prepare monthly inventory report and share it with the management.

• Hire office, venue, vehicle, accommodation etc. for office and program purpose.

• Prepare agreement with vendors, contractors, suppliers, consultants, house owners and in relevant cases.

• Provide support to the Procurement Committee for procuring goods and service as per policy of the organization and donor guideline.

• Develop framework agreement with vendors, suppliers and contractors (in case of need) as per procurement policy of the organization.

• Monitor vehicle usage log books and prepare monthly report on usages of fuel and maintenance cost including generator usage.

• Check anti-terrorism and criminal records of all staff.

• He/She will spend 40% time in fields.

Recruitment and Procurement

• Prepare request for the project staff recruitment and prepare recruitment plan.

• Prepare procurement plan (monthly, quarterly, half yearly and yearly) and get it approved from the concerned authority.

• Support to recruitment process to the HR and Recruitment committee

• Support to program staff for Purchase request.

• Support to Purchase committee.

• Check the quality of the goods and services and prepare chalan and GRN.

Logistics Management

• Keep inventory and fixed register, leave register up-to-date.

• Maintain motorcycle, computer, laptop, tabs, printers, photocopier, generator, camera and other equipment.

• Ensure stock and store house in safe and secured way.

• Maintain all the office materials and documents and check it frequently.

• Keep update the logbook and fuel support.

Reporting

• Prepare stock and warehouse report quarterly.

• Visit logistics and check log book frequently and report to the management.

• Prepare physical verification report as per organization policy.

Others Activities

• Coordinate closely with purchase committee, vendors, program personnel and donors

• Perform any other tasks that may be assigned by the supervisor.

• Keep senior management informed with detailed and accurate reports or presentations

• Practice, promote and endorse PSEA policy among team members and ensure the implementation of safeguarding standards in every course of action.

• Carryout administrative functions as desired by the project to meet the policy requirements of the organization and donor compliance. Assist the higher management in planning and decision making

• Festival bonus and other admissible benefits according to the project budget.