Job Description

Title: Admin & Logistic Officer

Company Name: NSS-Najrul Smriti Sangsad

Vacancy: 01

Job Location: Barguna (Amtali, Taltoli)

Employment Status: Full-time

Educational Requirements:
∎ Masters Business Administration (Major HRM)/Accounting \ Managemen/Social Science or related discipline from a recognized university.

Experience Requirements:
∎ At least 5 year(s)

Job Context:
∎ Nazrul Smriti Sangsad-NSS is a non-government Humanitarian Organization working for advancement of poor men, women, children, youth, excluded people and person with disability since 2000. It is a non-profitable, non-political, child and gender sensitive organization. It always values all diversified people without discriminating religions, casts, creeds and suppresses all sorts of discrimination with ethnic and minority people. It also values class and levels of team members as well as beneficiaries.
∎ NSS is going to implement a project titled "Partnerships for Improved Reproductive, Maternal, Neonatal, Child and Adolescent Health (RMNCAH) in Coastal Bangladesh" which is funded by Margaret A. Cargill Philanthropies (MACP) and supported by Concern Worldwide. The project will be implemented at Amtali and Taltoli upazilas under Barguna district. The project duration is January 2023 to December 2026. NSS is seeking a competent Admin & Logistic Officer,experienced in implementing projects on Reproductive, Maternal, New-born, Child and Adolescent Healthor similar type of project.
∎ The purpose of this position is to maintain office management, safety security issues store and logistics management of Concern Worldwide supported project located at Amtali and Taltoli upazila.
∎ The Admin& Logistic Officer is reportable to Project Coordinator and he/she will maintain office time, attendance of staffs, support to staff recruitment and capacity building. Update the personal file and performance appraisal. He/she will ensure official safety and security measures as well as other administrative initiative.
∎ He/she will support to the purchase committee to procure any goods or services. Maintain safe place for storing goods and logistics. Support to maintain legal documents of vehicles, inventory and fixed assets register and support to conduct physical verification as per policy and partners guideline. Ensure compliance with Partnership Standard regarding procurement and maintenance of logistic guideline. The overall purpose of this position is to ensure effective office administration, policy procedures, procurement and asset management.
∎ Job Location: Amtaliand Taltoli Upazila of Barguna District.

Job Responsibilities:
∎ Administrative
∎ Planning and Implementing of the overall process of administrative issues and management purposes
∎ Provide administrative support to project team.
∎ Keep and monitor attendance and movement register and report to the management.
∎ Arrange to organize training through accommodating venue, food and logistic support.
∎ 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 registerand 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 staff leave records and prepare staff (individual staff wise) leave report and submit 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 monthly and 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.

Additional Requirements:
∎ Age at most 45 years
∎ Minimum 5 years of experience in similartype of projectin NGOs preferably with international or national organizations.
∎ To have knowledge on project goal, objectives, specific input, outcome and impact.
∎ To have strong knowledge on financial management, standard accounting system and budgetary provision.
∎ To have strong knowledge on HR, procurement policy and procedures of NSS and Concern Worldwide.
∎ To conceive and explain compliance issue, govt VAT and TAX rules, anti-terrorism, internal control system bribery and anti-corruption procedures.
∎ Skilled in motorcycle driving with valid driving license is priority.
∎ High level of IT skill especially in Microsoft Word, advance knowledge in Microsoft Excel, Power Point, knowledge in HR related software operatingand internet communication.
∎ Contacts and Key Relationship
∎ His/Her main contact with Project Coordinator, Executive Director, Concern WorldwideTeam,Finance Officer, Director Program, MEAL Officer.
∎ 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.

Salary:
∎ TK. 43,300 per month with festival bonus and other admissible benefits according to the project budget.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 4 Mar 2023

Company Information:
∎ 26 Feb 2023
∎ NSS-Najrul Smriti Sangsad
∎ Address : Sweden palace, 1st floor, pallabi residential area, upazila- amtali, Barguna.

Category: General Management/Admin

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