Job Description

Title: Admin & Logistics Officer - Humanitarian Crisis Response

Company Name: Islamic Relief Bangladesh

Vacancy: 1

Job Location: Cox's Bazar

Employment Status: Full-time

Educational Requirements:
∎ Bachelor of Business Administration (BBA) in Management, Supply Chain Management, Bachelor degree in any discipline

Experience Requirements:
∎ At least 5 year(s)

Job Context:
∎ Islamic Relief provides lifesaving humanitarian assistance to the FDMNs as they lack access to the basic needs of life. Since the beginning of the influx, Islamic Relief has been working with Bangladesh Government and other implementing partners to support FDMNs living in Cox`s Bazar. We ensure food and non-food items for FDMNs living in Bhashanchar. We improve the safety and well-being of FDMNs by
∎ Providing monthly food ration
∎ Providing water and sanitation
∎ Constructing wash blocks
∎ Installing tube-wells
∎ Distributing Ramadan food packs, Eid gifts, and Qurbani meat
∎ Providing non-food items like LPG, hygiene kits, and winter clothes to the families both in Cox`s Bazar and Bhashan Char. The Admin and Logistics Officer will work under the direct supervision of the programme manager and in coordination with the central operation support department. S/he will be based in Cox`s Bazar Office with a frequent field visits to Ukhiya office and camps.

Job Responsibilities:
∎ To ensure the effective implementation of programme logistics and procurement interventions 35%
∎ Assist with the logistics and procurement activities of the programme.
∎ Responsible to support the project team in all manners relating to effective management of project logistic and procurement aspects of the project.
∎ Implement the assigned tasks relating to day-to-day procurement and logistical support that will ensure compliance and accountabilities.
∎ Procurement of different construction and other materials for the WASH, shelter and food assistance programme as per the plan and Emergency requirements.
∎ Preparation of a requisition whenever available materials are below the threshold level Storehouse maintenance and monitoring.
∎ Collection of quotations from the enlisted vendors, CS making, including bill summaries, and preparation of other supporting documents with bills and vouchers.
∎ Assure proper order management, including accurate descriptions and coding, and appropriate authorizations.
∎ Send and track Payment Requests, and address any logistics issues related to payments.
∎ Update all databases, including procurement tracking, pricing, market value, suppliers, supplies, and contract management.
∎ Process all PR documentation (with paper and online storage).
∎ Facilitate Framework agreements to optimize procurement processes and improve accountability.
∎ Maintain the numbering list for Purchase Requests (PR), Log Packs (LP), & GRN.
∎ Help requesters with specifications, costs, and timing to acquire goods.
∎ Liaise with suppliers, including the negotiation of a good price, quality, and availability.
∎ Work with vendors to negotiate and sustain the health of contracts.
∎ Oversee the reception of goods process, including communications and completion of paperwork (waybills, packing lists, PR tracking).
∎ Supervise the Procurement Assistant in the preparation of procurement and payment-related documents. Warehouse Management in Ukhiya & Store management in Coxbazar in reviewing logistics performance and identifying corrective measures as needed.
∎ Preparing a weekly or monthly procurement plan.
∎ Ensure compliance with income tax and VAT regulations, especially in terms of the procurement of goods and services.
∎ To provide administrative and logistic support 30%
∎ Assist in the creation and maintenance of framework agreements & do require Communication.
∎ Assist the other logisticians with their duties as and when necessary, as requested by Program Management.
∎ Maintain a transparent, honest, and supportive communication structure with colleagues to ensure they are informed of applicable logistical activities and requirements.
∎ Develop and maintain positive relationships with suppliers, local authorities, other NGOs, and any other stakeholders, representing Medair and ensuring good cooperation and partnerships.
∎ Maintain regular contact/relationship with RRRC and DC offices for facilitating different approvals and certifications.
∎ Facilitate RRRC & Navy approval for project implementation, and field visits.
∎ To provide transport management support 20%
∎ Assist in fleet planning and travel itinerary management (backup).
∎ Assist in driver safety & user safety training.
∎ To support donor/external visits and ensure transport and logistic support.
∎ Regular monitoring of the maintenance of the operational transport system.
∎ Facilitate RRRC vehicle passes and staff camp passes.
∎ Provide assistance to the complaint response mechanism and feedback system (CRMF) 5%
∎ Ensure the CRM process in different stages.
∎ Support orientation on complaint system for admin and logistics staff.
∎ Share different information on procurement and logistics to develop the project with the knowledge management team.
∎ Other Requirements 10%
∎ Propose some methodology, according to the proposal, and provide it with the experience and lessons learned from the other organizations.
∎ Participate & involve with seasonal programs (Ramadan, Qurbani, Winterization etc.) activities.
∎ Support in the procurement of materials like requisition, follow-up etc.
∎ Facilitate donor/external visits and ensure that recommendations of visitors are addressed.
∎ Ensure the safety of team members from any harm, abuse, neglect, harassment, exploitation, Fraud, Bribery & Money Laundering to achieve the program's goals of safeguarding implementation and as well as Act as a key source of support, guidance, and expertise on the safeguarding of harm, abuse, neglect, harassment, and exploitation, Fraud, Bribery & Money Laundering for establishing a safe working environment.
∎ Being a member of Islamic Relief as a child-friendly organization, it is the core responsibility and obligation of each staff member to understand and obey the IR Child Protection & PSEA Policy and respond accordingly as and when required.
∎ Willing and able to travel frequently for extended periods and to remote areas of the projects.
∎ Perform any other duties assigned by Supervisor.

Additional Requirements:
∎ Age at most 45 years
∎ Experience in working with procurement, administration and logistics-related tasks/functions.
∎ Experience in working with FDMN context.
∎ Excellent Reading/Writing/Speaking/Listening skills in English & Bengali
∎ Facilitation Skill
∎ Working knowledge of Microsoft Word/ Excel/PowerPoint
∎ Coordination/Advocacy/Networking/Communication Skill
∎ Reporting & Documentation
∎ Monitoring & Evaluation Skill
∎ Financial management
∎ Decision-making skill
∎ Conflict resolution skill
∎ Leadership skill
∎ Self-development
∎ Problem-solving skill
∎ Planning, analytical, and organizational skills.
∎ Ability to work under pressure and manage stress/workload effectively
∎ Supportive, effective, and a good team player.
∎ Mental Health Stability
∎ Adaptive Behavioral Skill
∎ Person with disability are encouraged to apply

Salary: Negotiable

Compensation & Other Benefits:
∎ Mobile bill, Tour allowance, Provident fund, Insurance, Gratuity
∎ Festival Bonus: 1
∎ Other benefits will be provided as per organizational HR policy.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 5 Aug 2023

Company Information:
∎ 24 Jul 2023
∎ Islamic Relief Bangladesh
∎ Address : Bangladesh Country Office: House # 10, Road # 10, Block-K, Baridhara, Dhaka-1212
∎ Web : islamicrelief.org.bd
∎ Business : Islamic Relief Worldwide (IRW) - founded in 1984 and based in Birmingham, UK - is an independent humanitarian and development organization. It supports the world’s most vulnerable people in their fight against poverty & sufferings regardless of race, political affiliation, gender, or belief, and without expecting anything in return. It is a signatory to the Code of Conduct for the International Red Cross and Red Crescent Movement.
IRW has a presence in 45 countries across the globe. Some funds of the organization come from individual donations and others from institutional donors such as the DFID, EU, SIDA, CIDA/IDRF, Forum Syd, WFP, UNDP, and ECHO.
Islamic Relief(IR) started working in Bangladesh in 1991 in order to help the distressed survivors of the devastating cyclone by providing emergency relief and supporting communities to rebuild in the wake of that cyclone. Initially, it focused on emergency relief & disaster preparedness activities. Later on, it expanded its programs on both humanitarian and development challenges. Now it works in an integrated manner combining emergency humanitarian assistance, short-term work opportunity, shelter support, awareness & training on different DRR, climate change, development, health & hygiene and social issues, cash grant, IGA means, health & nutrition, safe water & sanitation, education, advocacy and linkage with different service providers. As a registered charity, IR is open and transparent; it continually assesses its work and operational methods to improve impact and effectiveness.
Islamic Relief values and commitment to safeguarding: IRB is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity, and financial misconduct; and committed to promoting the welfare of children, young people, adults, and beneficiaries with whom IRB engages. IRB 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 our values are recruited to work for us. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks. IRW also participates in the Inter-Agency Misconduct Disclosure Scheme.
In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse, and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.



Category: NGO/Development

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