Job Description

Title: Admin & Logistics Officer

Company Name: Friends in Village Development Bangladesh (FIVDB)

Vacancy: 01

Job Location: Cox's Bazar (Ukhia)

Employment Status: Full-time

Educational Requirements:
∎ Bachelor of Business Administration (BBA)
∎ A degree/course in Supply Chain Management is preferable.

Experience Requirements:
∎ At least 3 year(s)
∎ The applicants should have experience in the following area(s): in the field of Admin Logistics, preferably in development sector
∎ The applicants should have experience in the following business area(s): NGO

Job Context:
∎ Friends In Village Development Bangladesh (FIVDB), is a Bangladeshi non-governmental organisation founded in 1979 under the Societies` Registration Act, 1860. The organisation is also registered with the NGO Affairs Bureau and the Micro Credit Regulatory Authority, of the Government of Bangladesh that advances children`s rights and equality for girls. We believe in the power and potential of every child and the young people. But this is often suppressed by poverty, violence, exclusion and discrimination. In addition, its girls and young women who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
∎ FIVDB`s societal vision is that of `a vibrant society based on justice, equity, democracy and environmentally sound principles`. It works with the mission to give the disadvantaged women, men and children greater voice, reduce their vulnerability, increase their use of citizenship rights and help them enhance their quality of life. To that end FIVDB pursues educational, social and economic capacity building and social organization processes. It works to strengthen social protection and safety networks and participates in national and international outreach and advocacy. The organization combines grassroots service delivery, social mobilization and advocacy in its work and works in collaboration with communities, civil society, the Government and private sectors.
∎ Friends in Village Development Bangladesh (FIVDB) is going to implement Education Cannot Wait (ECW) Multi Year Resilience Program (MYRP) top up funding under its Humanitarian Preparedness and Response Program, Cox`s Bazar in partnership with Plan International Bangladesh (PIB). The duration of the project is 18 Months (to be extended subject to the provision of project extension afterward). The position will be recruited for implementing the project based at the Field Office at Ukhia with substantial field activities at different camps and host communities. The job is contractual for the project period with a three (3) months` probation period.

Job Responsibilities:
∎ The Admin & Logistic Officer will be overall responsible for oversee the day to day administration and 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 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 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. S/he will be reportable to Project Coordinator, ECW Project, FIVDB and s/he will have functional relationship with Finance Manager and Logistics and Procurement Officer, Humanitarian preparedness and Response Program.
∎ Duties and areas of responsibility:
∎ Assist the project and the management ensure daily attendance, movement, leave register
∎ Master 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.
∎ Purchase and Procurement - Support and Supervision:
∎ 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, prepare CS, 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.
∎ Child protection, gender equality and inclusion:
∎ Ensures that FIVDB and Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and FIVDB and Plan International’s Code of Conduct (CoC), PSEA Policy, their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.
∎ Key relationships
∎ Internal Contact:
∎ Project Coordinator
∎ Technical Coordinators
∎ Technical Officers
∎ Monitoring and Evaluation Officer
∎ Finance Officer
∎ Assistant Finance Officer
∎ External Contact:
∎ Rohingya refugees and host communities
∎ UNO
∎ CiC, ACiC & Site Management
∎ Other service provider
∎ Camp and host level stakeholders

Additional Requirements:
∎ Age 26 to 55 years
∎ Both males and females are allowed to apply
∎ Previous experience working in complex and volatile contexts.
∎ Experience with Microsoft Office, especially Word, Excel, and Outlook
∎ Good level of English, written and spoken skills.
∎ Fluent in Bangla mandatory
∎ Knowledge of logistics management capacities (procurement, warehousing, fleet management, etc.) preferred
∎ Willing to travel to remote areas and to other field offices, able to work flexibly including weekends, and willing to travel and work in rural locations and live in basic conditions.
∎ Dynamic individual with a demonstrated ability to achieve results in a demanding and difficult environment
∎ Practical, quick, reasoning skills; must be able to communicate with all parties of the project
∎ Demonstrated ability for people management
∎ A team player; committed to motivating and leading staff
∎ Clear understanding of the working of major donors and their perspective, requirements and standard
∎ Able to work and manage in a hardship post and willingness to frequently travel in and out of field
∎ Excellent language skill in English and Bangla
∎ Prior experience of working in greater Chittagong Division and knowledge.
∎ Understanding of local culture.
∎ Good behavior with the coworkers
∎ Should not be involved in any illegal behavior, such as theft, illegal drug use, intoxication, or violence, are grounds for immediate termination.

Salary:
∎ Tk. 57140 (Monthly)
∎ 10% of the Basic Salary will be deducted as Staff Security Fund (Payment made after project closing/ Leave from FIVDB) Deduction of Tax at the source Yearly Salary Increment(Up to 5-10% based on Performance Appraisal and budgeted provision of the selected project)

Compensation & Other Benefits:
∎ Mobile bill, Weekly 2 holidays
∎ Festival Bonus: 1

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 2 Sep 2023

Company Information:
∎ 27 Aug 2023
∎ Friends in Village Development Bangladesh (FIVDB)
∎ Address : FIVDB, Khadimnagar, Sylhet-3103
∎ Business : FIVDB is a development organization, established in 1979. Its major operation cover 7 major districts and concentrates round in the north-east of Bangladesh. It mission is to give disadvantage women, men and children greater voice, reduce their vulnerability, increase use of citizenship rights and help them enhance their quality of life.

Category: NGO/Development

: FIVDB is an equal-opportunity organization. Qualified female candidates are encouraged to apply. Only short-listed candidates will be contacted for an interview.FIVDB affirms the 'ZERO' tolerance approach against sexual exploitation and abuse. And is committed to preventing any type of unwanted behavior at work including sexual harassment, lack of integrity, and financial misconduct, and expects staff to promote the welfare of children and adults at all times. FIVDB expects all staff and volunteers to share this commitment through our Code of Conduct. We place a high priority on ensuring that only those who share and demonstrate this commitment are recruited to work with us.Join us on our Facebook page for more updates: www.facebook.com/fivdbngo