Officer – Business Administration

Job Description

Title: Officer – Business Administration

Company Name: Swisscontact Bangladesh

Vacancy: 1

Age: At least 25 years

Job Location: Dhaka

Salary: --

Experience:

• 2 to 3 years
• The applicants should have experience in the following business area(s): NGO

A master’s degree in business administration or equivalent.

• 2 to 3 years
• The applicants should have experience in the following business area(s): NGO

• Age At least 25 years

• Preferably 2-3 years professional experience in similar role(s).

• Good verbal and written communication skills in English and Bangla.

• Excellent computer literacy in MS Office programmes (specifically Word, Excel, PowerPoint and Outlook).

• Is a team player but also has the ability to work independently with limited supervision.

• Excellent organisational skills and ability to multitask effectively under pressure.

• Demonstrates curiosity to learn and acquire knowledge from vastly different sources.

• Results orientated and good reporting skills.

• Attentive to details and quality of work.

• Works with trustworthiness and integrity and is committed to Swisscontact's core values.

• Demonstrates awareness and sensitivity to gender and diversity (including sensitivity towards people with disability).

Swisscontact was established in 1959 as an independent foundation by notable figures from the worlds of commerce and science in Switzerland. It is exclusively involved in international development co-operation and has carried out its own and mandated projects since 1961. Based in Zurich, Swisscontact currently employs over 1200 staff worldwide and manages projects in 39 countries on behalf of public and private donors.

Swisscontact is inviting applications from experienced professionals for the position of Officer - Business Administration for Initiative to Stimulate Private Investment for Resource Efficiency (InSPIRE) Project

Initiative to Stimulate Private Investment for Resource Efficiency (InSPIRE), is a challenge fund project that aims to accelerate sustainable energy adoption in Bangladesh’s Ready-Made Garment (RMG) sector by enhancing technical and financial capacity. InSPIRE is a four-year project (January 2025–December 2028) in Bangladesh, funded by the Embassy of Sweden and implemented by Swisscontact. Despite Bangladesh’s RMG sector driving over 10% of the GDP and employing four million workers, its future growth and competitiveness are at risk due to high energy consumption from unsustainable sources such as fossil fuel. On that background, InSPIRE mobilises a blended finance instrument, where private investment is matched with a Challenge Fund, to support RMG suppliers and sub-contracting factories and Energy Service Companies (ESCOs), for investing in energy efficiency and renewable energy.

Purpose of the Job

The Officer – Business Administration will be responsible for key procurement, administration, logistics, finance, and compliance functions. This includes procurement planning, sourcing and purchasing goods and services, managing procurement and administrative documentation, conducting due diligence, monitoring the compliance of implementing partners, preparing vouchers, processing payments, maintaining records, coordinating logistics and administrative arrangements, supporting travel and event-related requirements, managing office and operational supplies, and assisting with audit activities.

The role ensures that all procurement, finance and partner-related processes comply with Swisscontact standards, donor requirements, and national regulations. The position plays a vital part in promoting efficient use of resources, minimising risks, and upholding transparency and accountability. Additionally, the position will provide support to other Business Administration such as HR and other administrative activities as and when required.

Location : Dhaka, with regular travel to project locations

Reports to: Coordinator – Finance and Administration, InSPIRE, Swisscontact Bangladesh

Essential Functions and Responsibilities

1. Procurement Management

• Lead procurement activities in alignment with Swisscontact's procurement policies, Sida guidelines, and project needs.

• Develop annual and rolling procurement plans in collaboration with technical and operational teams.

• Prepare and manage procurement documents including RFQs, RFPs, ToRs, bidding documents, evaluation reports, and contract files.

• Conduct detailed market research to ensure competitive pricing and sourcing of qualified vendors.

• Maintain an updated roster of pre-qualified suppliers, consultants, and service providers.

• Conduct vendor background checks, performance reviews, and maintain documentation for audit readiness.

• Coordinate with vendors to ensure timely delivery, resolve issues, and manage service-level expectations.

2. Administrative and logistics Support

• Oversee office repairs, maintenance of furniture and equipment, and ensure consistent utility operations.

• Manage office renovations, maintain a clean and organized workspace, and ensure servicing of electrical and electronic equipment.

• Arrange national and international travel (tickets, rentals, accommodation, etc.) and provide logistics support for events, meetings, seminars, and workshops.

• Maintain and update the fixed asset register, conduct physical verification, and initiate the disposal process for obsolete items.

• Arrange staff insurance (inclusion/deletion) as per contracts, initiate renewal processes, and arrange travel insurance for international official trips.

• Adjust expense claim form (E1) and ensure advance settlements within the stipulated time.

• Provide administrative and logistical support as needed for project implementation

3. Compliance and Documentation

• Conduct due diligence, financial capacity checks, governance assessments, and risk analysis for existing and potential partners, service providers and vendors.

• Ensure implementing partners, service providers and vendors adhere to Swisscontact’s compliance framework, including procurement, financial management, safeguarding, anti‑corruption, and data protection standards.

• Review partner procurement processes, verify compliance, and provide guidance on corrective actions.

• Maintain a complete documentation system for procurement and compliance, ensuring files meet audit and donor requirements.

• Support internal and external audits by preparing required documents, responding to queries, and facilitating field visits.

• Identify compliance risks and recommend mitigation strategies.

4. Coordination and Reporting

• Work closely with the project implementation team, business administration team, and other external stakeholders.

• Prepare monthly, quarterly, and annual procurement and compliance reports.

• Support organisational capacity-building by conducting training sessions for project staff and partners on compliance standards, procurement processes, and risk management.

• Participate in coordination meetings, procurement review committees, and compliance review sessions.

5. Financial Management

• Prepare and check Payment Recommendation, Expenditure disbursement/adjustment as applicable.

• Ensure compliance with applicable VAT, tax, withholding tax, and other statutory requirements, including accurate calculation, deduction, documentation, and timely payment in accordance with government regulations.

• Review supporting documents and financial transactions to ensure accuracy, completeness, and compliance with Swisscontact policies and donor requirements.

• Assist in internal and external audits by providing required financial documents, records, and clarifications

• Contribute to strengthening financial controls, transparency, accountability, and efficient use of project resources.

6. Other Duties and Responsibilities      

• The incumbent may be required to perform additional duties beyond the outlined job description as needed.

Physical Demands

• Field visits play a large part in the incumbent’s activities; as such, it is expected that the incumbent is willing and able to take part in such activities as and when needed and sometimes within short notice.

Working Conditions and Environment

This will be applicable in accordance with the Swisscontact Business Administration Manual.