Job Description

Title: Assistant Admin and Logistics Officer (Humanitarian Crisis Response)

Company Name: Islamic Relief Bangladesh

Vacancy: 1

Location: Noakhali (Hatiya)

Minimum Salary: Negotiable

Experience:
∎ At least 3 years
∎ The applicants should have experience in the following business area(s):NGO, Development Agency

Published: 24 Nov 2024

Education:
∎ Bachelor of Business Administration (BBA), Bachelor of Business Studies (BBS) in Management, Bachelor of Business Studies (BBS) in Social Science, Bachelor of Business Administration (BBA) in Supply Chain Management

Requirements:

Additional Requirements:
∎ This Incumbent will be based in Bhasanchar.
∎ Warehouse
∎ Factory management
∎ Supply chain management
∎ Administrative support
∎ NGO/INGO/Humanitarian
∎ Response/Development sector/ Corporate sector.
∎ Project Implementation Skill.
∎ Social Mobilization Skill
∎ Facilitation Skill
∎ Coordination/Advocacy/Networking/Communication Skill
∎ Reporting & Documentation
∎ Monitoring & Evaluation Skill
∎ Basic Photographic Skill
∎ Financial management
∎ Decision making
∎ Conflict resolution
∎ Leadership
∎ Self-development
∎ Problem solving
∎ Ability to work under pressure and manage workload effectively
∎ Supportive, effective and good team player
∎ Willing to adapt to IRW’s norms and values
∎ Working knowledge of Microsoft Word/ Excel/PowerPoint, MIS KOBO and other analytical software.
∎ Working knowledge-Reading/Writing/Speaking/Listening for English & Bengali.
∎ Ability to communicate in the Local Chittagonain/Rohingya dialect.
∎ Planning, analytical and organizational skills
∎ Strategic Management
∎ Staff Management
∎ This Incumbent will be based in Bhasanchar.
∎ Experience in working with:
∎ Warehouse
∎ Factory management
∎ Supply chain management
∎ Administrative support
∎ NGO/INGO/Humanitarian
∎ Response/Development sector/ Corporate sector.
∎ Essential Competencies:
∎ Project Implementation Skill.
∎ Social Mobilization Skill
∎ Facilitation Skill
∎ Coordination/Advocacy/Networking/Communication Skill
∎ Reporting & Documentation
∎ Monitoring & Evaluation Skill
∎ Basic Photographic Skill
∎ Financial management
∎ Decision making
∎ Conflict resolution
∎ Leadership
∎ Self-development
∎ Problem solving
∎ Ability to work under pressure and manage workload effectively
∎ Supportive, effective and good team player
∎ Willing to adapt to IRW’s norms and values
∎ IT Skill:
∎ Working knowledge of Microsoft Word/ Excel/PowerPoint, MIS KOBO and other analytical software.
∎ Language Skill:
∎ Working knowledge-Reading/Writing/Speaking/Listening for English & Bengali.
∎ Ability to communicate in the Local Chittagonain/Rohingya dialect.
∎ Desirable Competencies:
∎ Planning, analytical and organizational skills
∎ Strategic Management
∎ Staff Management

Responsibilities & Context:
∎ Maintain accurate records of all incoming and outgoing goods, equipment, and materials in the store.
∎ Ensure timely updates of inventory ledgers, stock cards, and electronic systems.
∎ Conduct regular stock reconciliations and physical stock checks to ensure consistency.
∎ Monitor inventory levels to avoid overstocking or shortages and place replenishment orders as required.
∎ Collaborate with Vendors for the timely arrival of new stock.
∎ Oversee the receipt of goods and materials, ensuring they meet quality and quantity specifications.
∎ Ensure that all dispatched goods are properly documented, including waybills and delivery notes.
∎ Arrange proper labelling and storage of received goods, ensuring the FIFO (First-In, First-Out) method is adhered to Supervise loading and unloading activities to prevent damage and ensure safety.
∎ Ensure the store is well-organized, clean, and maintained according to safety and storage standards.
∎ Implement proper storage practices to prevent contamination or spoilage of rice fortification materials.
∎ Maintain a well-documented filing system for inventory reports, receipts, dispatches, and other relevant records.
∎ Ensure appropriate labelling and categorization of materials for easy tracking.
∎ Ensure that all materials and equipment stored in the warehouse comply with IRB-WFP quality standards.
∎ Report any discrepancies, damages, or expired goods promptly to the supervisor for appropriate action.
∎ Ensure compliance with WFP’s guidelines on hygiene, safety, and environmental protocols in the warehouse.
∎ Generate weekly and monthly inventory reports, and submit them to the project manager/in charge.
∎ Prepare stock consumption reports, highlighting trends and any anticipated shortages or excesses.
∎ Maintain up-to-date records of all inventory movements in digital formats for easy access and retrieval.
∎ Assist with the logistics and procurement activities of the programme.
∎ Responsible for supporting 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.
∎ Collection of quotations from the enlisted vendors, CS making, including bill summaries, and preparation of other supporting documents with bills and vouchers.
∎ Send and track payment requests, and address any logistics issues related to payments.
∎ Maintain the numbering list for Purchase Requests (PR), Log Packs (LP), & GRN.
∎ Help requesters with specifications, costs, and timing to acquire goods.
∎ 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.
∎ Maintain regular contact/relationship with ARRRC and Navy offices for facilitating different approvals and certification.
∎ Facilitate ARRRC & Navy approval for project implementation, field visits.
∎ Responsible for seasonal (Ramadan & Qurbani) & emergency response programs if require.
∎ Perform any other duties assigned by Supervisor
∎ Ensure the safety of team members from any harm, abuse, neglect, harassment, and exploitation to achieve the program’s goals on safeguarding implementation and as well as Act as a key source of support, guidance, and expertise on safeguarding 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 IR Child Protection, HR Code of Conduct & PSEA Policy and respond accordingly as and when required.
∎ To ensure the efficient and effective management of inventory and storekeeping functions for the Bhasanchar Rice Fortification Unit, supporting the overall logistics operations of the project - 50%
∎ Maintain accurate records of all incoming and outgoing goods, equipment, and materials in the store.
∎ Ensure timely updates of inventory ledgers, stock cards, and electronic systems.
∎ Conduct regular stock reconciliations and physical stock checks to ensure consistency.
∎ Monitor inventory levels to avoid overstocking or shortages and place replenishment orders as required.
∎ Collaborate with Vendors for the timely arrival of new stock.
∎ Oversee the receipt of goods and materials, ensuring they meet quality and quantity specifications.
∎ Ensure that all dispatched goods are properly documented, including waybills and delivery notes.
∎ Arrange proper labelling and storage of received goods, ensuring the FIFO (First-In, First-Out) method is adhered to Supervise loading and unloading activities to prevent damage and ensure safety.
∎ Ensure the store is well-organized, clean, and maintained according to safety and storage standards.
∎ Implement proper storage practices to prevent contamination or spoilage of rice fortification materials.
∎ Maintain a well-documented filing system for inventory reports, receipts, dispatches, and other relevant records.
∎ Ensure appropriate labelling and categorization of materials for easy tracking.
∎ Ensure that all materials and equipment stored in the warehouse comply with IRB-WFP quality standards.
∎ Report any discrepancies, damages, or expired goods promptly to the supervisor for appropriate action.
∎ Ensure compliance with WFP’s guidelines on hygiene, safety, and environmental protocols in the warehouse.
∎ Generate weekly and monthly inventory reports, and submit them to the project manager/in charge.
∎ Prepare stock consumption reports, highlighting trends and any anticipated shortages or excesses.
∎ Maintain up-to-date records of all inventory movements in digital formats for easy access and retrieval.
∎ To ensure effective implementation of programme logistics and procurement interventions, maintaining the highest possible level of standards and quality by ensuring necessary support for the programme and utilizing resources for implementation - 20%
∎ Assist with the logistics and procurement activities of the programme.
∎ Responsible for supporting 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.
∎ Collection of quotations from the enlisted vendors, CS making, including bill summaries, and preparation of other supporting documents with bills and vouchers.
∎ Send and track payment requests, and address any logistics issues related to payments.
∎ Maintain the numbering list for Purchase Requests (PR), Log Packs (LP), & GRN.
∎ Help requesters with specifications, costs, and timing to acquire goods.
∎ To provide administrative and logistic support as per project needs and ensure effective coordination and communication within the organization and with other stakeholders - 20%
∎ 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.
∎ Maintain regular contact/relationship with ARRRC and Navy offices for facilitating different approvals and certification.
∎ Facilitate ARRRC & Navy approval for project implementation, field visits.
∎ Others -10%
∎ Responsible for seasonal (Ramadan & Qurbani) & emergency response programs if require.
∎ Perform any other duties assigned by Supervisor
∎ Ensure the safety of team members from any harm, abuse, neglect, harassment, and exploitation to achieve the program’s goals on safeguarding implementation and as well as Act as a key source of support, guidance, and expertise on safeguarding 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 IR Child Protection, HR Code of Conduct & PSEA Policy and respond accordingly as and when required.

Compensation & Other Benefits:
∎ Hardship Allowances (10% of the monthly Salary), Mobile bill, Tour allowance/Per-diem, Provident fund, Weekly 2 holidays, Insurance coverage (IPD, OPD, Life, DB, CIB), Festival Bonus, Long Service Awards, Leave (Annual, Casual, Sick, TOIL/CTO, Maternity, Paternity, and R&R) and Gratuity, Free Accommodation.

Workplace:
∎ Work at office

Employment Status: Full Time

Job Location: Noakhali (Hatiya)

Read Before Apply:

For more details on Job information, Please download the job description from our official website (islamicrelief.org.bd). Female Candidates are highly encouraged to apply. However, Islamic Relief Bangladesh considers diversity in the workplace and is a committed equal-opportunity employer. We encourage applications from all suitable candidates regardless of gender, race, family or marital status, ethnicity, disability, class, caste, or religion.

Apply Procedure:

Hard Copy:
∎ If the candidates feel that their qualifications, exposure, and experience match our requirements, and they are willing to commit to our values and are sympathetic to our beliefs then please download the Application Form from our official website (islamicrelief.org.bd) and send the filled form to recruits@islamicrelief-bd.org on or before the closing date. Please mention only the "Position Name" as the subject of the e-mail. Interviews are expected to take place on an ongoing basis and the vacancy may close earlier than the above closing date. Only shortlisted candidates will be contacted for the further selection process.

Company Information:
∎ Islamic Relief Bangladesh
∎ Bangladesh Country Office: House # 10, Road # 10, Block-K, Baridhara, Dhaka-1212
∎ 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.



Address::
∎ Bangladesh Country Office: House # 10, Road # 10, Block-K, Baridhara, Dhaka-1212
∎ 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.

Application Deadline: 7 Dec 2024

Category: NGO/Development