Assistant Admin & Logistics Officer- HCRP

Job Description

Title: Assistant Admin & Logistics Officer- HCRP

Company Name: Islamic Relief Bangladesh

Vacancy: 1

Age: Na

Job Location: Cox`s Bazar (Ukhia)

Salary: Tk. 51659 - 51659 (Monthly)

Experience:

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

• Bachelor of Commerce (BCom) in Accounting
• Bachelor of Business Administration (BBA) in Supply Chain Management
• Bachelor of Business Studies (BBS) in Finance
• Bachelor of Business Administration (BBA) in Business Administration
• Bachelor of Business Administration (BBA)

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

Strengthen operational oversight and management efficiency of the Bamboo Treatment Plant- 30%

• Ensure optimal functioning of the Bamboo Treatment Plant (BTP), overseeing daily operations, production planning, and resource allocation.
• Monitor maintenance schedules of BTP equipment to reduce hazards and operational disruptions.
• Coordinate with technical and procurement teams to ensure a timely supply of raw bamboo and chemicals.
• Maintain detailed records of bamboo processing, outputs, and inventory for transparency and reporting
• Implement quality control measures for treated bamboo to meet project standards and timelines.
• Ensure safe, structured, and compliant storage of both raw and treated bamboo.
• Develop and enforce safety protocols related to chemical handling, fire safety, and machinery use within the BTP.
• Conduct regular risk assessments and emergency drills in coordination with relevant departments to ensure a safe working environment.
• Ensure use of Personal Protective Equipment (PPE) by all staff working in the BTP area and enforce health and safety compliance.

Ensure the efficient and effective management of the warehouse-30%

• Maintain accurate records of all incoming and outgoing goods, equipment, and materials in the Warehouse.
• 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 overstock 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 labeling 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.
• Maintain a well-documented filing system for inventory reports, receipts, dispatches, and other relevant records.
• Ensure appropriate labeling and categorization of materials for easy tracking.
• Ensure that all materials and equipment stored in the warehouse comply with IRB quality standards.
• Report any discrepancies, damages, or expired goods promptly to the supervisor for appropriate action.
• Generate weekly and monthly inventory reports and submit them to the project manager/in charge/Logistics/Finance.
• 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.
• Ensure the overall administrative and logistics support for Ukhiya Field Office-30%
• 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), MR, GDN & GRN.
• Help requesters with specifications, costs, and timing to acquire goods.
• Assist in the creation and maintenance of framework agreements & do require Communication.
• Ensure transportation service for staff and goods by communicating with vendor.
• Submit bills of fuel, transportation and other bills in a timely manner.
• 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 suppliers, colleagues to ensure they are informed of applicable logistical activities and requirements.
• Ensure regular updates on suppliers’ tracker of goods receiving to track billing process.

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.

As per organizational Compensation & Benefit Policies- Mobile bill, Tour allowance/Per-diem, Provident fund, Weekly 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, etc.