Assistant Officer – Admin & Logistics

Job Description

Title: Assistant Officer – Admin & Logistics

Company Name: Partners in Health and Development (PHD)

Vacancy: 5

Age: At least 24 years

Job Location: Cox`s Bazar (Ukhia)

Salary: --

Experience:

• At least 1 year
• The applicants should have experience in the following business area(s): NGO

• Bachelor’s degree in Business Administration, Management, Supply Chain Management, Logistics, Public Administration, or another relevant discipline from a recognized institution.

• Preferred: Training or certification in Administration, Logistics, Supply Chain Management, Procurement, or Office Management will be an advantage.

• At least 1 year
• The applicants should have experience in the following business area(s): NGO

• Age At least 24 years

Experience – Essential

• Minimum 1 years of relevant experience in administration, logistics, operations, office management, or related fields.

• Experience supporting administrative documentation and filing.

• Experience in logistics coordination, asset management, or inventory management.

• Experience using Microsoft Office applications.

• Experience maintaining records and tracking documents.

Desirable

• Previous experience working with NGOs, INGOs, or humanitarian organizations.

• Experience working in a healthcare facility, PHCC, hospital, Field Hospital, or humanitarian health programme.

• Previous experience in the Rohingya Response or other humanitarian settings.

• Experience supporting emergency or field operations.

• Experience working in a multidisciplinary and multicultural environment.

Skills & Competencies

Technical Skills

• Basic knowledge of administration and logistics procedures.

• Understanding of filing and record management.

• Basic knowledge of asset and inventory management.

• Understanding of procurement request and supply follow-up processes.

• Basic understanding of transport and facility coordination.

• Good knowledge of Microsoft Word, Excel, and Outlook.

Planning & Organizational Skills

• Good organizational and time management skills.

• Ability to manage multiple tasks and priorities.

• Strong attention to detail.

• Ability to follow instructions and organizational procedures.

• Good follow-up and coordination skills.

• Ability to work under pressure.

• Communication & Interpersonal Skills

• Good communication and interpersonal skills.

• Ability to coordinate effectively with different teams.

• Good documentation skills.

• Ability to work effectively in a multidisciplinary and multicultural environment.

• Good written and spoken English and Bangla.

Other Competencies

• High level of integrity, accountability, and professionalism.

• Strong attention to accuracy and detail.

• Ability to maintain confidentiality.

• Commitment to responsible use of organizational resources.

• Ability to work in a challenging and fast-paced humanitarian environment.

• Cultural sensitivity and respect for affected populations.

• Flexibility and willingness to support emergency operations.

Working Conditions

• The position will be based at a Primary Health Care Centre (PHCC) in the Rohingya Response, Cox’s Bazar.

• The position holder will provide administrative and logistical support to PHCC operations.

• The role may involve coordination with multiple clinical and support teams.

• The position holder may be required to move between PHCC facilities and other programme locations based on operational needs.

• The role involves working in a challenging and fast-paced humanitarian healthcare environment.

• The position holder may be required to support activities outside regular working hours during emergencies or critical operational requirements.

Position Summary

The Assistant Officer – Admin & Logistics will provide administrative and logistical support to ensure the smooth and efficient operation of the Primary Health Care Centre (PHCC) in the Rohingya Response, Cox’s Bazar.

The position holder will support day-to-day administrative activities, logistics coordination, documentation, filing, asset and inventory management, transport arrangements, procurement follow-up, facility maintenance, and other operational requirements.

The Assistant Officer – Admin & Logistics will work under the supervision of the Senior Officer – Admin & Logistics and closely coordinate with the Clinical Coordinator, Medical Officer Lead, Medical Warehouse, Pharmacy, Laboratory, Nursing, Midwifery, IPC, Surveillance, Finance, HR, Procurement, Supply Chain, Security, WASH, and other relevant teams to support uninterrupted and effective PHCC service delivery.

Duty Station: Camp 5 & 21, Cox’s Bazar

Reports to: Senior Officer Admin & Logistics

Accountable to: Deputy Project Coordinator

KEY AREAS OF ACCOUNTABILITY:

• Administrative Support

• Provide day-to-day administrative support to PHCC operations.

• Assist in preparing letters, notices, memos, meeting minutes, and other official documents.

• Maintain proper filing systems for administrative and operational documents.

• Support the preparation and distribution of internal communications.

• Maintain and organize electronic and physical records.

• Assist in scheduling meetings and coordinating administrative arrangements.

• Support follow-up of routine administrative action points.

• Receive and distribute official documents and correspondence as assigned.

• Maintain confidentiality of organizational and staff information.

• Meeting, Training & Event Support

• Support logistical arrangements for meetings, trainings, workshops, and orientations.

• Prepare meeting rooms and ensure required materials are available.

• Assist with participant registration and attendance records.

• Support preparation and distribution of meeting materials.

• Assist in documenting meeting minutes and action points when assigned.

• Coordinate refreshments and other approved logistical arrangements.

• Support follow-up on agreed action points.

• Ensure training and meeting venues are properly arranged.

• Logistics Coordination Support

• Provide day-to-day logistical support for PHCC activities.

• Assist in coordinating the movement and delivery of approved supplies and materials.

• Follow up on routine logistical requests.

• Coordinate with relevant teams regarding operational requirements.

• Support timely delivery of non-medical supplies to designated locations.

• Assist in tracking pending logistical requests.

• Report delays or logistical constraints to the Senior Officer – Admin & Logistics.

• Support logistics arrangements for programme and emergency activities.

• Procurement Request & Follow-up Support

• Assist PHCC teams in preparing procurement requests according to organizational procedures.

• Ensure requests contain required specifications and supporting documents.

• Maintain a tracking record of submitted procurement requests.

• Follow up with Procurement and Supply Chain teams regarding request status.

• Communicate updates on approved requests to relevant teams.

• Support receiving and checking of general supplies and equipment.

• Maintain relevant procurement-related records.

• Escalate delayed or urgent requests to the supervisor.

• Asset Management Support

• Assist in maintaining accurate PHCC asset records.

• Support asset tagging and registration.

• Maintain asset movement and handover records.

• Assist in periodic physical verification of assets.

• Monitor the location and condition of assigned assets.

• Report damaged, missing, or lost assets promptly.

• Support asset handover and return processes.

• Maintain supporting documentation related to assets.

• Assist during asset audits and verification exercises.

• General Store & Non-Medical Supply Management

• Assist in maintaining stock records for general office and non-medical supplies.

• Monitor the availability of stationery, office materials, cleaning supplies, and other approved non-medical items.

• Support proper storage and organization of supplies.

• Assist in receiving and issuing general supplies.

• Maintain stock issue and receipt records.

• Support periodic physical stock counts.

• Report shortages, damaged items, and stock discrepancies.

• Support timely replenishment of essential non-medical supplies.

• Transport & Movement Support

• Assist in coordinating transport requests for PHCC staff and activities.

• Maintain transport request records.

• Support communication with drivers and transport focal persons.

• Assist with scheduling approved staff movement and field visits.

• Follow up on vehicle availability.

• Communicate transport schedules to relevant staff.

• Support emergency transportation arrangements when assigned.

• Report transport constraints or delays to the supervisor.

• Facility & Office Support

• Support routine monitoring of PHCC offices and common operational areas.

• Identify basic maintenance and repair requirements.

• Report facility-related concerns to the Senior Officer – Admin & Logistics.

• Assist in following up on maintenance and repair requests.

• Monitor basic office and facility requirements, including furniture and equipment.

• Support arrangements for workspace and office facilities.

• Assist in maintaining a clean, organized, and functional working environment.

• Report damaged or unsafe equipment and facilities promptly.

Utilities & Operational Services

• Support monitoring of essential operational services, including:

o Electricity and backup power.

o Water supply.

o Lighting.

o Ventilation.

o Communication and internet services, where applicable.

• Report service interruptions or technical problems promptly.

• Assist in following up with relevant teams for restoration of services.

• Maintain relevant operational records when assigned.

• Support contingency arrangements during utility disruptions.

Documentation & Record Management

• Maintain accurate and organized administrative and logistics records.

• Support proper filing of:

o Procurement requests.

o Asset records.

o General stock records.

o Transport requests.

o Maintenance requests.

o Meeting records.

o Visitor records.

o Administrative correspondence.

• Maintain both electronic and physical filing systems.

• Ensure documents are properly labelled and accessible to authorized personnel.

• Maintain confidentiality and security of organizational documents.

Visitor & Reception Support

• Support the administrative management of official visitors.

• Maintain visitor records where applicable.

• Assist with arrangements for official meetings and visits.

• Provide basic administrative support during monitoring and official visits.

• Coordinate logistical arrangements for visitors when assigned.

• Ensure relevant staff are informed about scheduled official visits.

• Support appropriate access procedures for visitors.

Coordination with PHCC Teams

• Work closely with the Senior Officer – Admin & Logistics and other PHCC teams.

• Coordinate with Pharmacy, Medical Warehouse, Laboratory, Nursing, Midwifery, IPC, Surveillance, and other teams regarding routine administrative and logistics requirements.

• Liaise with HR, Finance, Procurement, Supply Chain, Security, and other support departments.

• Support communication and follow-up between PHCC and support teams.

• Participate in relevant meetings when assigned.

• Communicate operational challenges and delays to the supervisor.

Safety, Security & Health Support

• Follow organizational health, safety, and security procedures.

• Identify and report workplace hazards and unsafe conditions.

• Support basic facility safety measures.

• Ensure emergency exits and access routes are kept clear.

• Support the maintenance of safety notices and emergency information.

• Report security concerns promptly.

• Coordinate with Security and relevant teams when assigned.

• Support emergency preparedness activities.

Emergency Preparedness & Humanitarian Response

• Support PHCC administrative and logistics operations during emergencies.

• Assist in mobilizing approved supplies and operational resources.

• Support logistics arrangements during disease outbreaks, fires, natural disasters, mass casualty incidents, and other emergencies.

• Assist with emergency transportation and movement arrangements when assigned.

• Support continuity of essential administrative and logistical services.

• Participate in emergency preparedness activities and drills.

• Remain flexible to undertake additional responsibilities during emergency response.

Reporting & Follow-up

• Maintain routine updates on assigned administrative and logistics activities.

• Prepare basic tracking sheets and reports as required.

• Report pending requests, operational constraints, and significant issues to the supervisor.

• Support preparation of administrative and logistics reports.

• Ensure information is accurate and submitted on time.

• Follow up on assigned action points and maintain updated status records.

Additional Job Responsibilities

The duties and responsibilities outlined above are not exhaustive. The role holder may be required to undertake additional duties reasonably related to their qualifications, skills, and experience, based on programme and operational requirements.

Safeguarding

The post holder is required to perform all duties in accordance with the organization's safeguarding, Prevention of Sexual Exploitation and Abuse (PSEA), child safeguarding, anti-harassment, code of conduct, and other relevant policies and procedures.

Equal Opportunity

The organization is an equal opportunity employer and encourages applications from qualified candidates regardless of gender, age, disability, ethnicity, religion, or other status.

Health and Safety

The post holder is required to carry out all duties in accordance with organizational Health, Safety, Security, Infection Prevention and Control (IPC), and other relevant policies and procedures.

Salary & Benefits

• Monthly Gross Salary: BDT 45,455 /= (Only)

• Bonus and other benefits: 10% of the monthly gross salary.

• Other Benefits: Office hours, annual leave, increments, will be provided as per the organizational policy and Recruitment & Human Resource Management Policy of Partners in Health and Development (PHD), subject to project budget availability.