Coordinator - Procurement & Logistics

Job Description

Title: Coordinator - Procurement & Logistics

Company Name: Swisscontact Bangladesh

Vacancy: Not specific

Job Location: Dhaka

Employment Status: Contractual

Educational Requirements:
∎ Master's in Business Administration/Relevant discipline with relevant professional experience of working with local NGOs, INGOs and donor agencies. Education qualification will be relaxed for the highly deserving candidates.

Experience Requirements:
∎ At least 5 year(s)

Job Context:
∎ Swisscontact Swisscontact is inviting applications from skilled professionals to provide their expertise into an exiciting new journey with the PRABRIDDHI project as Coordinator - Procurement & Logistics. People are at the core of what we do; we take pride in creating an atmosphere of continuous learning coupled with a strong focus on collaborative work environment. Team PRABRIDDHI is looking to include a experienced and dynamic personnel with a strong focus on General Administration, Procurement, Logistics management, Networking and Liaison with Ministries
∎ Location : Dhaka with required visits to field locations
∎ Duration : Initial contract of one year; contract extension based on the incumbent`s performance
∎ Reports to : Manager Business Administrations, PRABRIDDHI
∎ Purpose of the Job: This position, under the general direction of the Manager Business Administration, will be responsible for managing procurement, partner, contracts, general administration and logistics, personnel administration in line with Swisscontact`s rules & regulations. Guide staff and provide support to management relating to overall administrations.

Job Responsibilities:
∎ Supervision:
∎ Supervise closely the work of Officer - Admin & Finance, drivers, and Support Staffs
∎ Procurement:
∎ Initiate office procurement as per the Project Manual
∎ Maintain stock of office supplies and undertake procurement when necessary
∎ Prepare comparative statement & justification for purchases
∎ Prepare procurement request for completeness and compliance
∎ Prepare recommendation for payment
∎ Liaison:
∎ Liaise with Ministries, Special Branch of Police, NSI, Department of Immigration & Passports regarding projectrelated issues as well as security clearance and visa matters of expatriate staff
∎ Human Resources (HR):
∎ Lead the recruitment process
∎ Update personnel files of local and expatriate staff
∎ Assist conducting induction of new staff
∎ Vendor contacts:
∎ Liaise with different vendors
∎ Liaise with landlord and negotiate lease
∎ Logistic support:
∎ Provide logistic support for meeting/seminar/workshop including vehicle
∎ Insurance:
∎ Arrange staff insurance (inclusion and exclusion) with insurance company
∎ Update vehicle insurance, health insurance, medical insurance, burglary insurance, fire insurance, and other relevant insurance
∎ Repair and maintenance of office building, furniture and equipment:
∎ Initiate and monitor repair & maintenance for office building, furniture & equipment
∎ Negotiate with service providers for obtaining best possible services
∎ Ensure smooth and uninterrupted utility services
∎ Initiate building refurbishment works for office if required
∎ Ensure cleanliness of Swisscontact property and premises
∎ Ensure proper servicing and maintenance for all office and electric/electronic equipment
∎ Vehicle management:
∎ Allocate vehicles as per vehicle request
∎ Oversee the need for and ensure proper vehicle repair and maintenance - undertake random checks, approve purchases/repairs, verify records
∎ Check log sheets daily
∎ Inventory - fixed asset register:
∎ Update fixed asset register
∎ Conduct quarterly physical verification of fixed assets
∎ Arrange for disposal of out of date and disposable items
∎ Travel management:Arrange procurement of domestic and international air tickets, make hotel bookings, visa issues, and maintain records of Travel Requests and Authorization Forms.
∎ Other Duties and Responsibilities:
∎ Support and liaison with the tasks of other departments of the project
∎ Support the Project Admin & HR functions as and when required and when s/he is out office for travel/leave
∎ Any other task assigned by the Team Leader or Manager Business Administration
∎ The incumbent may be, at times, required to perform duties that are beyond the scope of the job description given above. This will be informed to the incumbent in time and the time devoted to such activities will be taken into consideration in assessing performance under the job description defined above.

Additional Requirements:
∎ Minimum 5 years of experience in general administration and 2 years in similar role in similar organizations
∎ Self-starter, motivated, ability to work alone and/or in a team, respecting deadlines, ability to deal with stress situations. Working spirit is essential
∎ Proficient in Microsoft Office.
∎ Excellent communication skills, written and spoken, in Bangla and Eng
∎ Working Conditions and Environment
∎ This will be applicable in accordance to the Swisscontact Finance and Operations Manual. This position requires visits to project field offices and partner monitoring visits

Application Deadline: 25 Oct 2020

Company Information:
∎ 11 Oct 2020
∎ Swisscontact Bangladesh

Category: NGO/Development