Deputy Manager, Admin and Procurement

Job Description

Title: Deputy Manager, Admin and Procurement

Company Name: JAAGO Foundation Trust

Vacancy: 01

Age: Na

Job Location: Bangladesh

Salary: Tk. 60000 - 70000 (Monthly)

Experience:

• 4 to 6 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor of Business Administration (BBA) in Supply Chain Management
• Bachelor of Business Administration (BBA) in Management

• 4 to 6 years
• The applicants should have experience in the following business area(s): NGO

Skills and other competencies:

• Proven experience in administrative and logistics roles, preferably in the development sector.
• Strong organizational and multitasking skills, with attention to detail.
• Effective communication and interpersonal abilities.
• Proficiency in office software (Microsoft Office suite) and administrative systems.
• Knowledge of procurement processes and logistics coordination.
• Familiarity with relevant laws and regulations governing administrative functions.
• Ability to work collaboratively in a team-oriented environment.

Procurement Planning and Vendor Management

• Facilitating procurement for purchasing goods and services according to JAAGO Foundation Trust Procurement policy ensures donor compliance issues and maintains on-time delivery to JAAGO and other affiliated subsidiaries.
• Assisting the team colleagues in performing their responsibilities with thorough compliance.
• Supporting the direct & indirect supervisors in achieving the organizational goals.
• Ensuring maximum satisfaction of the stakeholders by providing the right products to the right customers at the right time, place in the right condition, and quantity at the right cost.
• Maintaining a close relationship with concerned programs, enterprises, accounts department and other internal & external stakeholders in order to ensure smooth operation at the lowest possible cost.
• Making RFQ as per JAAGO Foundation Trust according to threshold value. Prepare bid analysis based on recommendations provided by the procurement committee members.
• Monitoring the product delivery and making product specifications if needed.
• Inspection of product when necessary.
• Processing the bills for payment.

Sourcing and Negotiation

• Source and select suppliers through competitive bidding processes.
• Conducting regular sourcing for better supply market exploration and reducing the inventory level by ensuring the lead time properly.
• Negotiate contracts, terms, and pricing to obtain the best value for the organization

Compliance and Policy Adherence

• Ensure compliance with organizational policies and procedures in all administrative and logistical activities.
• Stay informed about relevant laws and regulations related to procurement, travel, and general administration.
• Conduct periodic reviews to assess compliance and propose improvements.
• Scrutinising, approving and recommending the purchase documents of team members as per the financial authority

Cost Control and Quality Assurance

• Monitor and control procurement budgets, minimizing unnecessary expenses.
• Identify cost-effective procurement methods and alternatives.
• Collaborate with quality control teams to ensure that procured goods and services meet specified standards.

Inventory and Asset Management

• Oversee inventory levels, ensuring optimal stock levels while avoiding overstocking or shortages.
• Ensure maintain the Stock register and update regularly.
• Ensure to conduct physical inventory verification and prepare report for management.

Administrative Support

• Oversee day-to-day administrative tasks, including managing office supplies, equipment, and facilities.
• Assisted in organizing meetings, workshops, and events, ensuring all logistical requirements were met.
• Maintain accurate records of administrative expenses and ensure adherence to budgetary guidelines.
• Provide administrative support in drafting correspondences, preparing reports, and managing documentation.

Logistics Coordination

• Coordinate logistics for project events, workshops, and training sessions, including venue booking, transportation, and accommodation arrangements.
• Collaborate with external vendors and service providers to ensure timely delivery of services and supplies.
• Manage inventory and procurement processes, adhering to organizational policies.
• Develop and implement efficient systems for tracking logistics and inventory.

Travel Arrangements

• Facilitate travel arrangements for project staff, including booking flights, accommodations, and transportation.
• Ensure compliance with travel policies, obtain necessary approvals, and track travel-related expenses.
• Provide guidance to staff on travel protocols and ensure adherence to safety standards

Documentation and Reporting

• Maintain organized and up-to-date records of administrative and logistical activities.
• Prepare regular reports on administrative expenses, logistics coordination, and related matters.
• Support the Project Manager in compiling necessary documentation for reporting purposes.
• Assist in the development and implementation of data management systems.

Communication and Coordination

• Liaise with internal teams and external partners to coordinate administrative and logistical requirements.
• Communicate effectively with vendors, service providers, and other stakeholders to ensure seamless operations.
• Facilitate communication between project team members regarding logistical arrangements.
• Serve as a point of contact for administrative inquiries and provide timely responses.

Team Collaboration

• Collaborate with the finance team to reconcile administrative and logistical expenses.
• Support other team members with administrative needs, fostering a collaborative work environment.
• Participate in team meetings, providing insights on logistical considerations and potential improvements.

Emergency Response

• Develop and implement contingency plans for emergencies related to logistics and administration.
• Ensure the availability of necessary resources for emergency response and evacuation procedures.
• Conduct regular drills to test the effectiveness of emergency response plans.

Safeguarding

• Uphold and promote the organization’s safeguarding policies to ensure the safety, dignity, and well-being of all children, young people, and vulnerable adults engaged in our activities.
• Immediately report any concerns, suspicions, or incidents of safeguarding breaches in line with the organization’s reporting procedures.
• Maintain professional boundaries and conduct that fosters a safe and respectful environment for all beneficiaries, colleagues, and stakeholders.

• T/A,Weekly 2 holidays