Job Description

Title: Administration & Procurement Officer

Company Name: Muslim Hands International

Vacancy: 1

Location: Dhaka

Maximum Salary: Tk. 70000 (Monthly)

Experience:
∎ 5 to 7 years

Published: 28 Jul 2024

Education:
∎ Minimum Bachelor’s degree in Business Administration, Management, Supply Chain Management, Social Science or a related field.

Requirements:

Additional Requirements:
∎ Minimum of 5-7 years of experience in administration/logistic and procurement, preferably within an NGO or international organization.
∎ Strong knowledge of procurement processes, supplier management, and contract negotiation.
∎ Excellent organizational and multitasking skills.
∎ Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
∎ Strong interpersonal and communication skills.
∎ Ability to work independently and as part of a team.
∎ High level of integrity and commitment to ethical standards.
∎ Fluency in English and Bangla, both written and spoken.

Responsibilities & Context:
∎ Oversee day-to-day administrative functions, ensuring efficient office operations.
∎ Manage office supplies, inventory, and equipment maintenance.
∎ Responsible for the periodical verification of the MHIB Asset, maintenance of equipment and vehicles, travels, store's inventory and management. Report any missing and unfound assets.
∎ Handle correspondence, documentation, and filing systems.
∎ Assist to Manager Finance and Administration on Office stock and asset management.
∎ Assist in organizing meetings, workshops, and events.
∎ Support and organize staff movement (national/international plan) along with bus/plane/train ticket and hotel reservation.
∎ Ensure compliance with local laws and organizational policies.
∎ Support the Manager- Finance & Administration and other senior staff with administrative tasks.
∎ Management of office vehicle (ensure fuel, maintenance and legal issues) following employee movement plan.
∎ Contribute on the security aspect of office and info sharing to the management/ country representative/CD.
∎ Develop and implement procurement plans in line with project requirements and budget.
∎ Identify and evaluate suppliers, ensuring quality and cost-effectiveness.
∎ Prepare and process purchase orders, contracts, and agreements.
∎ Ensure timely and accurate delivery of goods and services.
∎ Act as a Focal person to receive goods/ service from the suppliers and deliver to the requestor by insuring the approved specification and quality check.
∎ Maintain and proper archive procurement related records and documentation for auditing purposes.
∎ Monitor market trends and provide recommendations for procurement strategies.
∎ Ensure compliance with organizational procurement policies, NGOAB regulations and donor requirements.
∎ Assist in budget preparation and expense tracking for administrative and procurement activities.
∎ Ensure accurate and timely processing of invoices and payments.
∎ Coordinate with the finance team for reconciliation and financial reporting.
∎ Assist in Team Member recruitment.
∎ Initiate annual action plan and performance review of the team member.
∎ Ensure adherence to Muslim Hands International’s procurement policies and procedures.
∎ Conduct regular audits of procurement and administrative processes.
∎ Identify potential risks and implement mitigation strategies.
∎ Maintain effective communication with suppliers, staff, and other stakeholders.
∎ Prepare regular reports on procurement activities, administrative tasks, and inventory status.
∎ Provide updates to the Country Director and senior management on key issues and developments.
∎ Organization Overview:
∎ Muslim Hands International is a non-governmental, non-profit organization dedicated to providing aid and relief to vulnerable and disadvantaged communities. With a focus on education, health, water, sanitation, and livelihood projects, we strive to improve the quality of life for those in need. Our mission is driven by Islamic values of compassion, justice, and service to humanity.
∎ Position Overview:
∎ The Administration & Procurement Officer will be responsible for managing the administrative functions and procurement processes of Muslim Hands International Bangladesh. This role involves ensuring efficient operations, adherence to organizational policies, and effective procurement practices to support programmatic activities.
∎ Key Responsibilities:
∎ Administration:
∎ Procurement:
∎ Financial Management:
∎ Team Management:
∎ Compliance and Risk Management:
∎ Communication and Reporting:
∎ Gender Equality Commitments
∎ MHI Foster an environment that supports values of women and men, and equal access to information and provide a work environment where women and men must be evaluated and promoted based on their skills and performance. We respect beneficiaries' women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status and value and respect all cultures.
∎ Safeguarding Commitments
∎ The appointee must perform his/her duties in accordance with the Muslim Hands International Code of Conduct and Safeguarding Policy and remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding Policy.

Employment Status: Full Time

Job Location: Dhaka

Read Before Apply: Muslim Hands International Bangladesh is an equal opportunity employer and encourages individuals from diverse backgrounds to apply. We encourage applications from all suitable candidates regardless of gender, race, family or marital status, ethnicity, age, sexual orientation, disability, class, caste, or religion. Only shortlisted candidates will be contacted for interviews.

Company Information:
∎ Muslim Hands International
∎ Muslim Hands International Bangladesh Country Office, Navana Le Caprice, Apartment A2, House No. 80, Road No. 07, Block – H, Banani, Dhaka – 1213
∎ Muslim Hands, a registered charity in the UK was
emerged as an international aid agency and NGO
by raising funds at Nottingham for the war-affected
people in Bosnia in 1993. Since then it has been
responding to countless more emergencies as well
as implementing development projects in more than
thirty countries worldwide. In Bangladesh, Muslim
Hands began its journey in 1995 with a charity and
development fund for humanitarian response and
projects for the socio-economic development of
the target population. Following establishing the
country office and designing short, medium, and long
term strategies, it has been implementing projects
on Education, Health, Child Protection, Livelihood,
Shelter, WASH, religious Infrastructure, and emergency
response programs for the vulnerable and needy
population in an ethical, efficacious and transparent
manner to ensure long-lasting improvement of
families and the communities in target areas and
demonstrating accountability to the donors.

Address::
∎ Muslim Hands International Bangladesh Country Office, Navana Le Caprice, Apartment A2, House No. 80, Road No. 07, Block – H, Banani, Dhaka – 1213
∎ Muslim Hands, a registered charity in the UK wasemerged as an international aid agency and NGOby raising funds at Nottingham for the war-affectedpeople in Bosnia in 1993. Since then it has beenresponding to countless more emergencies as wellas implementing development projects in more thanthirty countries worldwide. In Bangladesh, MuslimHands began its journey in 1995 with a charity anddevelopment fund for humanitarian response andprojects for the socio-economic development ofthe target population. Following establishing thecountry office and designing short, medium, and longterm strategies, it has been implementing projectson Education, Health, Child Protection, Livelihood,Shelter, WASH, religious Infrastructure, and emergencyresponse programs for the vulnerable and needypopulation in an ethical, efficacious and transparentmanner to ensure long-lasting improvement offamilies and the communities in target areas anddemonstrating accountability to the donors.

Application Deadline: 7 Aug 2024

Category: NGO/Development