Job Description

Title: Asst. Finance & Logistics Officer

Company Name: Young Power in Social Action (YPSA)

Vacancy: 1

Location: Cox's Bazar (Chakaria, Ukhia)

Minimum Salary: Tk. 40000 (Monthly)

Experience:
∎ 2 to 3 years

Published: 19 Sep 2024

Education:
∎ Bachelor of Business Administration or other relevant fields
∎ Bachelor of Business Administration or other relevant fields

Requirements:

Additional Requirements:
∎ Work Experience: At least 2-3-year experience in supply chain, warehouse management or equivalent
∎ Demonstrated Skills and Competencies:
∎ Good organizational skills, and adaptable
∎ Ability to communicate clearly both verbally and written.
∎ Ability to work under pressure with minimum supervision.
∎ Good work prioritization skill
∎ Proficiency in Microsoft Excel, Word, and PowerPoint
∎ Stewardship, service-minded and team-oriented person.
∎ Ability to work well in a team and with colleagues from different cultural backgrounds and walks of life.
∎ Experience in non-governmental organizations and migrant/refugee contexts preferred.
∎ Language Skills: Good command of written and spoken Bangla and English
∎ Working Environment: The position will be based in Field Office in Ramu Upazila, Cox's Bazar
∎ Maintaining Neutrality: Prohibition of Political Activities in the Workplace to Uphold Professionalism and Integrity to ensure a professional and unbiased work environment, it is imperative that all staff members refrain from engaging in any political activities during their employment. This statement is in place to maintain the integrity of Young Power in Social Action (YPSA) and to uphold the principle of neutrality in the workplace. By adhering to this statement (Maintaining Neutrality), employees demonstrate their commitment to their roles and responsibilities within the organization, focusing solely on their job duties and contributing to the overall success of the organization. Engaging in political activities during working hours, on public holidays, weekends, or using organizational resources and social media is strictly prohibited and may lead to disciplinary action. It is essential for all staff members to prioritize their professional duties and responsibilities above personal political affiliations to maintain a harmonious and productive work environment.
∎ Statement on Standard of Professional Conduct and Commitment to Gender Equality & Equal Opportunity:
∎ Young Power in Social Action (YPSA) is dedicated to upholding the highest standards of professional conduct and ethics, and simultaneously to ensuring a robust commitment to gender equality and equal opportunity. YPSA recognizes that each member's behavior and actions reflect on the organization and its mission. Therefore, we are committed to maintaining integrity, respect, and accountability in all our works. This includes treating all individuals with dignity, taking responsibility for our actions, safeguarding confidentiality, and adhering to organizational policies and legal requirements. Additionally, YPSA is devoted to fostering an inclusive environment where everyone has equal access to opportunities, ensuring fairness and unbiased decision-making, advocating for gender equality, and continuously enhancing our understanding of diversity and inclusion. Our goal is to positively contribute to and support a work environment that is both ethical and equitable.
∎ Safeguarding and PSEA:
∎ Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the program’s goals on safeguarding and PSEA implementation. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment. Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
∎ Work Experience: At least 2-3-year experience in supply chain, warehouse management or equivalent
∎ Demonstrated Skills and Competencies:
∎ Good organizational skills, and adaptable
∎ Ability to communicate clearly both verbally and written.
∎ Ability to work under pressure with minimum supervision.
∎ Good work prioritization skill
∎ Proficiency in Microsoft Excel, Word, and PowerPoint
∎ Stewardship, service-minded and team-oriented person.
∎ Ability to work well in a team and with colleagues from different cultural backgrounds and walks of life.
∎ Experience in non-governmental organizations and migrant/refugee contexts preferred.
∎ Language Skills: Good command of written and spoken Bangla and English
∎ Working Environment: The position will be based in Field Office in Ramu Upazila, Cox's Bazar
∎ Maintaining Neutrality: Prohibition of Political Activities in the Workplace to Uphold Professionalism and Integrity to ensure a professional and unbiased work environment, it is imperative that all staff members refrain from engaging in any political activities during their employment. This statement is in place to maintain the integrity of Young Power in Social Action (YPSA) and to uphold the principle of neutrality in the workplace. By adhering to this statement (Maintaining Neutrality), employees demonstrate their commitment to their roles and responsibilities within the organization, focusing solely on their job duties and contributing to the overall success of the organization. Engaging in political activities during working hours, on public holidays, weekends, or using organizational resources and social media is strictly prohibited and may lead to disciplinary action. It is essential for all staff members to prioritize their professional duties and responsibilities above personal political affiliations to maintain a harmonious and productive work environment.
∎ Statement on Standard of Professional Conduct and Commitment to Gender Equality & Equal Opportunity:
∎ Young Power in Social Action (YPSA) is dedicated to upholding the highest standards of professional conduct and ethics, and simultaneously to ensuring a robust commitment to gender equality and equal opportunity. YPSA recognizes that each member's behavior and actions reflect on the organization and its mission. Therefore, we are committed to maintaining integrity, respect, and accountability in all our works. This includes treating all individuals with dignity, taking responsibility for our actions, safeguarding confidentiality, and adhering to organizational policies and legal requirements. Additionally, YPSA is devoted to fostering an inclusive environment where everyone has equal access to opportunities, ensuring fairness and unbiased decision-making, advocating for gender equality, and continuously enhancing our understanding of diversity and inclusion. Our goal is to positively contribute to and support a work environment that is both ethical and equitable.
∎ Safeguarding and PSEA:
∎ Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the program’s goals on safeguarding and PSEA implementation. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment. Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.

Responsibilities & Context:
∎ 1. Logistics & Procurement Management:
∎ Ensure a clear understanding of logistics, stock maintenance, procurement policies, and warehouse management.
∎ Manage the receipt of all materials or goods from suppliers and the dispatch of materials from the warehouse, ensuring all necessary documents are maintained.
∎ Ensure compliance with logistics-related donor requirements, organizational policies, and regulations in the project’s implementation.
∎ Updating supplier database & material category price list
∎ Creating Payment request files and submit to the Finance & Admin Officer.
∎ Carry out all documents, photocopying, scanning, archiving procurement files & reception of goods.
∎ Following the guidance of the procurement staff, to ensure that all fields’ goods, to be dispatched along with all the needed documentation (Waybills...).
∎ 2. Procurement Compliance:
∎ Ensure timely procurement while maintaining all essential documents as per procurement policy and compliance requirements.
∎ Prepare necessary documentation and ensure the Procurement Committee and Sub-Procurement Committee sign off.
∎ 3. Distribution & Asset Management:
∎ Oversee all distribution processes at the host community.
∎ Ensure assets and equipment are properly registered and maintained.
∎ Guarantee that all goods and services meet the organization’s quality standards and address any issues that arise.
∎ 4. Administrative & Documentation Support:
∎ Maintain records related to logistics and administrative issues.
∎ Keep the office-level stock updated and ensure proper documentation.
∎ Support the project as a logistics officer, contributing 100% effort to the role.
∎ 5. Financial Management:
∎ Manage the payment of Tax & VAT related to the project.
∎ 6. Human Resources Management:
∎ Maintain HR-related documents , including staff contract papers, daily attendance, staff leave reports, and movement tracking.
∎ Provide documents and reports to HR department as needed, or instructed.
∎ 7. Team Coordination:
∎ Maintain good coordination with team members and other YPSA team members.
∎ Provide documents and reports to the senior management as needed, or instructed.
∎ 8. Compliance & Other Duties:
∎ Ensure that all procurement and logistics activities comply with applicable laws, regulations, and policies, addressing any compliance issues that arise.
∎ Perform other duties as required by the organization/project and as authorized by the supervisor.
∎ Young Power in Social Action (YPSA) , established in 1985 (International Youth Year) is an organization for sustainable development working in Dhaka Division, Sylhet Division, Chattogram Division including Chittagong Hill Tracts, Cox’s Bazar and Bhasan Char. Currently, YPSA is working with a total of 15 million (estimated) disadvantaged and vulnerable people. YPSA has been implementing a project titled, “Multi-sector Recovery and Empowerment Support for crises affected communities in Cox’s Bazar” since 2020. The project is technical supported by International Rescue Committee (IRC) and funded by USAID’s Bureau for Humanitarian Assistance (BHA)
∎ Job Title: Asst. Finance & Logistics Officer
∎ Reported To: Finance and Admin Officer
∎ Duration: October 2024 to July 2025
∎ No. of Vacancy: 01
∎ Position Overview:
∎ Under the supervision of the Finance & Admin Officer, the individual will be responsible for managing the procurement process to ensure the timely and efficient acquisition of goods and services. This role involves developing and implementing the procurement plan, coordinating with vendors to gather necessary documents, and maintaining compliance in accordance with YPSA and government regulations.
∎ Key responsibilities include proactive sourcing of suppliers, conducting reference checks, and negotiating terms to secure favourable deals. The individual will also update procurement trackers and maintain a supplier database, including a price list for various materials. Additionally, s/he will assist in finalizing MSAs and MPAs by supporting site visits and preparing required documents. The role requires effective communication with vendors, adherence to organizational policies and donor requirements, and providing support to the procurement team and staff.
∎ Responsibilities:
∎ 1. Logistics & Procurement Management:
∎ Ensure a clear understanding of logistics, stock maintenance, procurement policies, and warehouse management.
∎ Manage the receipt of all materials or goods from suppliers and the dispatch of materials from the warehouse, ensuring all necessary documents are maintained.
∎ Ensure compliance with logistics-related donor requirements, organizational policies, and regulations in the project’s implementation.
∎ Updating supplier database & material category price list
∎ Creating Payment request files and submit to the Finance & Admin Officer.
∎ Carry out all documents, photocopying, scanning, archiving procurement files & reception of goods.
∎ Following the guidance of the procurement staff, to ensure that all fields’ goods, to be dispatched along with all the needed documentation (Waybills...).
∎ 2. Procurement Compliance:
∎ Ensure timely procurement while maintaining all essential documents as per procurement policy and compliance requirements.
∎ Prepare necessary documentation and ensure the Procurement Committee and Sub-Procurement Committee sign off.
∎ 3. Distribution & Asset Management:
∎ Oversee all distribution processes at the host community.
∎ Ensure assets and equipment are properly registered and maintained.
∎ Guarantee that all goods and services meet the organization’s quality standards and address any issues that arise.
∎ 4. Administrative & Documentation Support:
∎ Maintain records related to logistics and administrative issues.
∎ Keep the office-level stock updated and ensure proper documentation.
∎ Support the project as a logistics officer, contributing 100% effort to the role.
∎ 5. Financial Management:
∎ Manage the payment of Tax & VAT related to the project.
∎ 6. Human Resources Management:
∎ Maintain HR-related documents , including staff contract papers, daily attendance, staff leave reports, and movement tracking.
∎ Provide documents and reports to HR department as needed, or instructed.
∎ 7. Team Coordination:
∎ Maintain good coordination with team members and other YPSA team members.
∎ Provide documents and reports to the senior management as needed, or instructed.
∎ 8. Compliance & Other Duties:
∎ Ensure that all procurement and logistics activities comply with applicable laws, regulations, and policies, addressing any compliance issues that arise.
∎ Perform other duties as required by the organization/project and as authorized by the supervisor.

Employment Status: Full Time

Job Location: Cox's Bazar (Chakaria, Ukhia)

Read Before Apply:

If you are interested and competent for this position and have the required qualifications and experience, apply through bdjobs Apply Online on or before 26/09/2024.

YPSA is an equal opportunity employer and is sensitive to child protection and gender. Only the short-listed candidates will be contacted. Any persuasion or lobby will be treated as a disqualification for an applicant. Smokers are discouraged from applying for the position.

YPSA HUMAN RESOURCE MANAGEMENT AND DEVELOPMENT DEPARTMENT

Note: Emergency 02334470996 from 9.30 am to 1.00 pm excluding govt. holidays

Company Information:
∎ Young Power in Social Action (YPSA)
∎ House # F 10 (P), Road # 13, Block # B Chandgaon R/A, Chittagong - 4212
∎ Young Power in Social Action (YPSA), an organization in Special Consultative Status with the United Nations Economic and Social Council (UN-ECOSOC) since 2013, is a voluntary non-profit organization for sustainable development registered with the different departments of the People`s Republic of Bangladesh including NGO Affairs Bureau contributing to national goals for making a difference in the lives of the population since its establishment in 1985. YPSA, a fleet of professional staff specializes in the six thematic areas of Health; Education; Human rights and Governance; Economic Empowerment; Environment and Climate change; and Disaster Risk Reduction and Humanitarian Response. At present YPSA`s direct program interventions reach the Greater Chittagong Division including Chittagong Hill Tracts and part of the Dhaka and Sylhet division.

Address::
∎ House # F 10 (P), Road # 13, Block # B Chandgaon R/A, Chittagong - 4212
∎ Young Power in Social Action (YPSA), an organization in Special Consultative Status with the United Nations Economic and Social Council (UN-ECOSOC) since 2013, is a voluntary non-profit organization for sustainable development registered with the different departments of the People`s Republic of Bangladesh including NGO Affairs Bureau contributing to national goals for making a difference in the lives of the population since its establishment in 1985. YPSA, a fleet of professional staff specializes in the six thematic areas of Health; Education; Human rights and Governance; Economic Empowerment; Environment and Climate change; and Disaster Risk Reduction and Humanitarian Response. At present YPSA`s direct program interventions reach the Greater Chittagong Division including Chittagong Hill Tracts and part of the Dhaka and Sylhet division.

Application Deadline: 26 Sep 2024

Category: Accounting/Finance