Officer/Senior Officer – Business Administration

Job Description

Title: Officer/Senior Officer – Business Administration

Company Name: Swisscontact Bangladesh

Vacancy: --

Age: Na

Job Location: Dhaka

Salary: --

Experience:

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

• Bachelor/Honors

A bachelor’s degree in business administration or equivalent.

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

• Preferably 2 years professional experience in similar role(s) in NGOs/INGOs.

• 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 1,100 staff worldwide and manages projects in 41 countries on behalf of public and private donors.

Swisscontact is inviting applications from experienced professionals for the position of Officer/Senior Officer – Business Administration for one of its projects.

Position: Officer/Senior Officer – Business Administration
Location: Dhaka, with regular travel to other project locations
Reports to:  Manager – Business Administration, Country Office, Swisscontact Bangladesh

Purpose of the Job

The Officer/Senior Officer – Business Administration will be responsible for key procurement, finance, and compliance functions. This includes procurement planning, sourcing goods and services, managing documentation, conducting due diligence, monitoring compliance of implementing partners, preparing vouchers, processing payments, and supporting 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, minimizing risks, and upholding transparency and accountability. Additionally, the position will provide support to other Business Administration such as HR, Administration, and Logistics when required.

Essential Functions and Responsibilities

1. Procurement Management

• Lead procurement activities in alignment with Swisscontact's procurement policies, Chevron 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. Compliance & Documentation

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

• Ensure implementing partners 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 to project leadership.

3. Coordination & Reporting

• Work closely with the Project Implementation Team, Country Office Business Administration Team, and other external Stakeholders.

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

• Support organizational 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.

4. Financial Management

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

• Burn rate & variance analysis.

• Voucher preparation and payment process.

• Monitoring expenditures vs. donor budget lines.

• Maintaining accrual & expenditure trackers.

• Supporting donor financial reporting.

• Ensuring alignment between project activities & financial planning.

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.