Procurement and Administrative Officer

Job Description

Title: Procurement and Administrative Officer

Company Name: Manusher Jonno Foundation

Vacancy: --

Age: Na

Job Location: Anywhere in Bangladesh

Salary: Negotiable

Experience:

Published: 2024-05-23

Application Deadline: 2024-06-08

Education:

Requirements:

Skills Required:

Additional Requirements:

Qualification and Experience: The incumbent must have:

• Minimum 5 years working experience in the relevant areas
• Masters in any discipline/ Relaxable to highly experienced persons in this field.
• Good communication and interpersonal skills and experience in working effectively in a multicultural environment

Age Limit: The age will be in between 30-45 Years, MJF will not consider any application beyond this age limit.

The position is based in Dhaka with 20% field travel.

Purpose:

Procurement and Administrative Officer is a member of administrative team of Manusher Jonno Foundation. S/he will have the responsibility of procurement of goods, services and other administrative support of MJF. S/he will be responsible for ensuring the compliance of Govt. rules and regulations applicable for procurement as well as the donor rules and regulations. The incumbent will coordinate with the relevant program person during any procurement.

 Job Responsibilities (Procurement of products/Goods)

• Act as focal person to process procurement and ensure compliance with procurement policy and procedures. Ensure procurement process is followed completely in all sort of procurement.
• On receiving request of purchase, ensure PR, get it approved by the Director–F&A/relevant officials,
• Initiate procurement of materials following the MJF Procurement policies
• Act as Member Secretary of Procurement Committee by turns, convene procurement meetings. Prepare comparative statements/bid summaries and/or note for record in applicable cases; negotiate with vendors/service providers for quality of goods and services at reasonable price and present proposals for approval from relevant authority in the organization;
• Prepare and Issue work order to the selected vendor (s), and also responsible to prepare all types of contracts following the Govt. rules like for procurement of goods and services and others as necessary.
• Ensure compliance of Tax and VAT regulations in terms of procurement;
• Development of RFQ for procurement of goods and services at the time of procurement through tendering;
• Ensure receiving the quality goods supplied
• Recommend/process vendors bills with relevant documents
• Explore the vendors, review the documents, visit physically and finalize the vendor enlistments;
• Update the vendors list with contact numbers, location, line of product and services etc. 
• Facilitate enlistment of vendors/service providers, arrange orientation/briefing meeting for the vendors/service providers as and when necessary;
• Assist Internal/External Auditors or Reviewers and make documents available for their review.

Job Responsibilities (Procurement of services/Consultant)

• On receiving request of hiring any consultant, ensure PR, get it approved by the Director–F&A/relevant officials,
• Initiate procurement of services/consultant following the MJF Procurement policies
• Invite quotations, collect bids, analyze the bids, select vendor though procurement committee and issue Work Order
• Arrange presentation to ensure the quality of proposals
• Recommend/process vendors bills with relevant documents
• Explore different consultant, list update in regular basis,
• Update the consultant list with contact numbers, location, expatriate area etc. 

Arrangement of Travel and Accommodation:

• Arrange Tickets for domestic and international travel by staff and Executive Director as per request/approval with competitive price
• Arrange visa and insurance for international travel by staff
• Review and process air ticket bills for payment
• Ensure accommodation for field Travel inside and overseas
• Arrange vehicle at field for the travellers; (Ensure updated list of vehicle suppliers in/outside Dhaka with contracts)
• Arrange pick up and drop passengers from and to terminals

Vehicle related documentation and management:

• Update the Road Tax, Fitness certificates, Route permits, Insurances and other permissions and authorization for MJF vehicles;
• Preserve and update the list of vehicles with update documents;
• Comparatives and work orders for MJF vehicles repair and services

Other Administrative Job:

• Office Maintenance,
• Store Management
• Assets Management
• Organize training/meeting/workshop internal and external

For detailed job description for this position, please click this link.

The salary will be Tk 40,000 (Consolidated). No other benefits are applicable