Admin & Logistics Associate

Job Description

Title: Admin & Logistics Associate

Company Name: ActionAid Bangladesh

Vacancy: 1

Job Location: Cox's Bazar

Employment Status: Contractual

Educational Requirements:
∎ Minimum Graduation in any discipline.

Experience Requirements:
∎ At least 2 year(s)

Job Context:
∎ Project : Volunteer Service Project (funded by WFP)
∎ Department : Humanitarian Response
∎ Types of contract : Fixed term contract
∎ Duration of Contract : Up to 31 August 2021
∎ Job Summary:
∎ Over 1 million of Forcibly Displaced Myanmar Citizen (with the majority comprising women and children) took shelter in different camps in Cox`s Bazar-southern Bangladesh on August 2017. The Government of Bangladesh, together with national and international partners, have pro-actively responding to this crisis with a massive humanitarian response, allocating 2,000 acres of land, coordinating and providing critical assistance such as food, nutrition, shelter, water, health & hygiene, psycho-social and basic education services to the camps, settlements and host communities.
∎ ActionAid is implementing Volunteer Service program in Camp 22, 23, 24, 25, 26 and 27 funded by WFP. Besides, ActionAid have ongoing programmes in different sectors e.g. Protection, WASH, NFI etc. inside the camps. As a response agency since September 2017, ActionAid has developed relationships with a range of camp actors, including the Rohingya and their representatives and successfully doing the site management role. ActionAid is working with WFP to facilitate the formation and activation of 6 Rohingya Food Security Committees in 6 intervening camps, provide trainings and incentives to 1800 Rohingya youth and adolescents volunteers to contribute to the effectiveness of camp level services.
∎ Logistics & Administration Associate will be responsible for providing necessary support in general office administration, procurement, travel, logistical services, staff health and safety issue etc. S/he will work in close collaboration with Administrative & Finance Unit as well as Emergency/Humanitarian response project management team based in AAB Cox`s Bazar and field Offices. The incumbent will maintain close communication with project managers, AAB`s vendors, suppliers and hotels etc.
∎ Relationships: The person holds this position will be reportable to Project Coordinator.

Job Responsibilities:
∎ Procurement and Inventory Management:
∎ Procure fixed assets, stationery, print materials and other materials as per project requirement;
∎ Maintain stocks of fixed asset and office supplies;
∎ Liaison with different vendors.
∎ Travel Management:
∎ Ensure air ticketing for national/international staff and consultants following project manual
∎ Assist in hotel reservations for staff, guests and visitors of the project;
∎ Provide visa support to staff and consultants;
∎ Manage and maintain the project vehicles and its drivers;
∎ Logistic support and event management:
∎ Provide logistic support for meeting/seminar/workshop in booking venues and food; and purchasing print materials for events;
∎ Initiate and monitor repair/maintenance for office building, furniture, equipment & project vehicle;
∎ Keep records of all original MoU's, contracts, rental deeds, and insurance documents.
∎ Maintain & control all other admin issues:
∎ Approach proactively to tackle any situation in advance and address problems instantly;
∎ Keep records/messages of the staffs in their absence;
∎ Collect & preserve the addresses of other organizations for future communication when required;
∎ Keep record of everyday vehicle expenses and submit monthly report to Line Manager;
∎ Coordination of office management activities as act by duty officer;
∎ Supervise the housekeeping of the office premises and ensure proper look and feel of the office floors and furniture layout;
∎ Monitor the security arrangement with coordination of the Dhaka office;
∎ Manage the office stationery inventory and distribution;
∎ Coordinate with the various departments and the HOD's for all office administration support.

Additional Requirements:
∎ At least 2 years of progressively responsible logistical and administrative work experience.
∎ Required Competencies:
∎ Approach proactively to tackle any situation in advance and address problems instantly;
∎ Keep records/messages of the staffs in their absence;
∎ Collect & preserve the addresses of other organizations for future communication when required;
∎ Keep record of everyday vehicle expenses and submit monthly report to Line Manager;
∎ Coordination of office management activities as act by duty officer;
∎ Supervise the housekeeping of the office premises and ensure proper look and feel of the office floors and furniture layout;
∎ Monitor the security arrangement with coordination of the Dhaka office;
∎ Manage the office stationery inventory and distribution;
∎ Coordinate with the various departments and the HOD's for all office administration support.

Application Deadline: 12 Dec 2020

Company Information:
∎ 5 Dec 2020
∎ ActionAid Bangladesh
∎ Business : ActionAid is an international anti-poverty agency working in over 40 countries, taking sides with poor people to end poverty and injustice together.

Category: NGO/Development