Senior Officer - Admin & Logistics

Job Description

Title: Senior Officer - Admin & Logistics

Company Name: Partners in Health and Development (PHD)

Vacancy: 2

Age: At least 30 years

Job Location: Cox`s Bazar (Ukhia)

Salary: Negotiable

Experience:

Published: 2026-09-17

Application Deadline: 2026-09-22

Education:

• Bachelor’s degree in Hospital management/Business Administration/Management/ Supply Chain Management, Public Administration, or another relevant discipline from a recognized institution. Preferred

• Professional training or certification in Logistics, Supply Chain Management, Procurement, Administration, or Humanitarian Operations in a hospital setting will be an advantage.

• Age At least 30 years

Experience – Essential

• At least 3 years of experience in administration, logistics, operations in a PHCC/Field Hospital/hospital setting.

• Experience in asset and inventory management.

• Experience coordinating procurement and supply requests.

• Experience managing administrative documentation and records.

• Experience coordinating transport and facility maintenance.

• Good proficiency in Microsoft Office applications, particularly Excel and Word.

Desirable

• Previous experience working with NGOs, INGOs, or humanitarian organizations.

• Previous experience in the Rohingya Response or other humanitarian settings.

• Experience supporting emergency operations.

• Experience working in a multidisciplinary and multicultural environment.

Skills & Competencies

Technical Skills

• Strong knowledge of administration and logistics management.

• Good understanding of procurement coordination and supply processes.

• Knowledge of asset and inventory management.

• Understanding of facility and office management.

• Knowledge of transport coordination and operational planning.

• Good understanding of record management and documentation.

• Proficiency in Microsoft Office, particularly Word, Excel, and Outlook.

Planning & Organizational Skills

• Strong planning and organizational skills.

• Ability to manage multiple tasks and priorities.

• Strong attention to detail.

• Ability to monitor and follow up on multiple operational requests.

• Good problem-solving and decision-making skills.

• Ability to work effectively under pressure.

Communication & Interpersonal Skills

• Strong communication and interpersonal skills.

• Ability to coordinate effectively with clinical and non-clinical teams.

• Good documentation and report-writing skills.

• Ability to communicate operational issues clearly.

• Ability to work effectively in a multidisciplinary and multicultural team.

• Good written and spoken English and Bangla.

Other Competencies

• High level of integrity, accountability, and professionalism.

• Strong commitment to efficient and responsible use of organizational resources.

• Ability to maintain confidentiality where required.

• Strong attention to detail and accuracy.

• Ability to work in a challenging and fast-paced humanitarian environment.

• Cultural sensitivity and respect for affected populations.

• Flexibility and willingness to support emergency operations.

Working Conditions

• The position will be based at a Primary Health Care Centre (PHCC) in the Rohingya Response, Cox’s Bazar.

• The role involves supporting both clinical and non-clinical operational requirements.

• The position holder may be required to coordinate activities across different PHCC service areas and support facilities.

• The role may involve regular coordination with programme, support, and field teams.

• The position holder may be required to work outside regular working hours during emergencies or critical operational situations.

• The role involves working in a challenging and fast-paced humanitarian healthcare environment.

Duty Station: Camp 5 & 12, Ukhiya, Cox’s Bazar

Reports to: Deputy Project Coordinator

Accountable to: Project Coordinator

Position Summary

The Senior Officer – Admin & Logistics will be responsible for supporting the efficient and effective management of administration, logistics, asset management, procurement, transport & facility opertaion, coordination with warehouse, general operational support and supportive to the clinical team for smooth operation of the Primary Health Care Centre (PHCC) in the Rohingya Response, Cox’s Bazar.

The position holder will ensure that administrative and logistical systems are implemented effectively to support uninterrupted healthcare service delivery. The role is to coordinate with clinical and support them to ensure the availability of all necessary resources, equipment, supplies, transportation etc.

The Senior Officer – Admin & Logistics will work closely with the PHCC/Clinical Coordinator, Medical Officer Lead, Medical Warehouse Officer, Pharmacy, Nursing, Midwifery, Laboratory, IPC, Surveillance, Finance, HR, Procurement, Supply Chain, Security, WASH, and other relevant programme and support teams.

KEY AREAS OF ACCOUNTABILITY:

Administrative Management & Operational Support

• Provide administrative support to clinical and non-clinical teams.
• Support the day-to-day administrative operations of the PHCC.
• Ensure effective administrative systems and procedures are maintained.
• Maintain proper documentation considering due diligence and audit.
• Prepare letters, notices, meeting minutes, official correspondence, and other administrative documents as required.
• Organize meetings, training, and workshops including refreshments and transport when and as necessary.
• Ensure timely follow-up of administrative and operational action points.
• Coordinate with all relevant departments and support functions.

PHCC Facility & Office Management

• Support the day-to-day operation of PHCC considering the administrative arena.
• Ensure cleanliness of the facility and its premises.
• Support the maintenance of the patients’ queue in an organized manner.
• Monitor the availability of electricity, water, lighting, ventilation, and other essential utilities.
• Support the maintenance of a clean, safe, functional, and professional working environment.
• Monitor the overall condition of offices, clinical support areas, waiting areas, and common facilities.
• Manage maintenance and repairments.
• Coordinate with relevant teams for timely maintenance and repair of facilities.
• Ensure appropriate office arrangements and workspace availability for staff.
• Monitor office furniture and general equipment.
• Manage asset inventory.
• Support facility readiness for routine service delivery and emergencies.
• Coordinate with the ambulance driver and ensure effective utilization.

Logistics Coordination

• Management of vendor to support the clinical and non clinical team.
• Coordinate day-to-day logistical support for PHCC activities.
• Ensure required logistical arrangements are available to support uninterrupted healthcare services.
• Coordinate the movement and delivery of supplies, equipment, and materials.
• Support timely distribution of approved operational and programme supplies.
• Coordinate with Supply Chain and Procurement teams regarding logistical requirements.
• Monitor pending logistical requests and follow up for timely action.
• Support planning and coordination of logistics for PHCC activities, trainings, meetings, and emergency responses.
• Identify logistical gaps that may affect service delivery and report them promptly.

Procurement Coordination

• Develop annual procurement plan and execute the plan.
• Support PHCC teams in preparing and submitting procurement requests according to organizational procedures and following the annual plan.
• Review requests for completeness and appropriate supporting documentation.
• Coordinate with Procurement and Supply Chain teams regarding approved requests.
• Follow up on the status of procurement requests.
• Ensure timely communication regarding expected delivery timelines.
• Support receiving and verification of general supplies and equipment.
• Maintain records of procurement requests and related documents.
• Ensure procurement activities follow organizational policies and procedures.
• Support proper planning of recurring operational requirements.

Asset & Equipment Management

• Maintain accurate records of PHCC assets and equipment.
• Ensure assets are properly tagged and recorded according to organizational procedures.
• Support regular physical verification of assets.
• Maintain updated asset registers and movement records.
• Monitor the condition and location of assigned assets.
• Report lost, damaged, or missing assets promptly.
• Coordinate repair and maintenance of office and operational equipment.
• Support asset handover and return processes.
• Ensure proper storage and security of PHCC assets.
• Support periodic asset inventories and audits.

Transport & Vehicle Coordination

• Coordinate transport requirements for PHCC staff and programme activities.
• Support vehicle scheduling and transport planning.
• Coordinate staff movement and transportation according to operational requirements.
• Support transportation arrangements for approved meetings, trainings, field visits, and programme activities.
• Coordinate emergency transportation requirements when requested.
• Maintain transport requests and related records.
• Coordinate with drivers and transport focal points.
• Monitor vehicle availability and communicate transport constraints promptly.
• Support efficient and cost-effective use of organizational vehicles.

Supply & General Store Management

• Support the management of general office and operational supplies.
• Monitor stock levels of stationery, office supplies, cleaning materials, and other non-medical commodities.
• Maintain appropriate stock records for assigned general supplies.
• Ensure proper storage and organization of general supplies.
• Support timely replenishment of essential non-medical items.
• Conduct periodic physical stock counts and reconciliation.
• Report shortages, damaged items, and stock discrepancies.
• Coordinate with the Medical Warehouse Officer and Supply Chain team when relevant.

Facility Maintenance & Repair

• Monitor maintenance requirements across the PHCC.
• Identify and report facility maintenance needs promptly.
• Coordinate repair and maintenance activities with relevant teams and service providers.
• Follow up on maintenance requests until completion.
• Maintain records of maintenance and repair activities.
• Support preventive maintenance planning.
• Ensure maintenance activities minimize disruption to healthcare services.
• Immediately report urgent maintenance issues affecting patient safety or service delivery.

Utilities & Essential Services

• Monitor the availability and functionality of essential utilities, including:
• Electricity and backup power.
• Water supply.
• Lighting.
• Ventilation.
• Communication facilities.
• Internet connectivity, where applicable.
• Report interruptions or technical problems promptly.
• Coordinate with relevant teams to restore essential services.
• Support contingency planning for utility disruptions.
• Maintain relevant records related to facility operational requirements.

Safety, Security & Access Support

• Support implementation of organizational safety and security procedures within the PHCC.
• Coordinate with Security personnel regarding operational and facility security concerns.
• Support appropriate access control for non-public areas.
• Monitor and report safety hazards.
• Ensure emergency exits and access routes remain clear.
• Support appropriate placement and availability of safety equipment.
• Assist in maintaining visitor and access records where applicable.
• Immediately report security incidents or concerns to the appropriate supervisor.
• Support security arrangements during emergencies.

Coordination with Clinical & Support Teams

• Work closely with the Clinical Coordinator and relevant clinical teams to understand operational requirements.
• Coordinate with Pharmacy, Medical Warehouse, Laboratory, IPC, Surveillance, Nursing, and Midwifery teams regarding administrative and logistical needs.
• Support timely provision of non-medical operational supplies.
• Coordinate with HR, Finance, Procurement, Supply Chain, Security, and other support functions.
• Participate in relevant coordination meetings.
• Communicate operational constraints and logistical challenges promptly.
• Support coordinated solutions to operational issues affecting healthcare services.

Staff Attendance & Administrative Records

• Support the maintenance of staff attendance and administrative records as required.
• Coordinate collection and submission of attendance information according to organizational procedures.
• Support leave and staff movement documentation when assigned.
• Maintain updated staff contact and emergency contact lists as appropriate.
• Support onboarding and administrative arrangements for new staff.
• Assist in coordinating staff ID cards, workspace, equipment, and other required administrative support.
• Maintain confidentiality of staff information.

Visitor & Meeting Management

• Support management of official visitors to the PHCC.
• Coordinate administrative arrangements for monitoring visits, donor visits, and official meetings.
• Maintain visitor records when required.
• Ensure appropriate logistical arrangements are available for visitors.
• Coordinate meeting schedules and facilities.
• Support preparation of meeting materials and documentation.
• Ensure follow-up of agreed action points.

Emergency Preparedness & Operational Continuity

• Support PHCC preparedness for operational emergencies.
• Ensure essential administrative and logistical resources are available during emergencies.
• Support contingency planning for disruptions to facilities, utilities, transportation, and supplies.
• Assist in organizing logistics during disease outbreaks, fires, natural disasters, mass casualty incidents, or other humanitarian emergencies.
• Support rapid mobilization of non-medical supplies and operational resources.
• Coordinate emergency transportation and facility support as required.
• Remain flexible to undertake additional responsibilities during emergency response.

Health, Safety & Environmental Compliance

• Support implementation of organizational health and safety procedures.
• Identify and report workplace hazards and unsafe conditions.
• Support corrective actions to address identified safety risks.
• Promote safe working practices among staff.
• Support appropriate management of general waste and environmental cleanliness.
• Coordinate with IPC and WASH teams regarding facility hygiene and environmental requirements.
• Support fire safety and emergency preparedness measures.
• Ensure relevant safety notices and emergency information are displayed where required.

Documentation & Record Management

• Maintain accurate and organized administrative and logistics records.
• Maintain records of:
• Procurement requests and follow-up.
• Asset registers.
• Stock records.
• Transport requests.
• Maintenance requests.
• Meeting records.
• Visitor records.
• Facility inspections.
• Administrative correspondence.
• Ensure documents are properly filed and easily accessible for authorized review.
• Maintain electronic and physical records according to organizational procedures.
• Ensure confidentiality and appropriate security of organizational information.

Reporting

• Prepare and submit regular administrative and logistics reports.
• Maintain updates on key operational activities and pending requirements.
• Report significant logistical gaps, facility concerns, supply shortages, and operational risks promptly.
• Prepare activity updates, asset reports, stock reports, and maintenance reports as required.
• Support preparation of monthly operational reports.
• Ensure reports are accurate, complete, and submitted on time.

Coordination, Planning & Continuous Improvement

• Participate in operational planning and coordination meetings.
• Support planning of PHCC administrative and logistical requirements.
• Identify opportunities to improve administrative and logistics systems.
• Recommend practical solutions to operational challenges.
• Follow up on agreed administrative and logistics action points.
• Promote efficient use of organizational resources.
• Support continuous improvement of PHCC operational systems.

Additional Job Responsibilities

The duties and responsibilities outlined above are not exhaustive. The role holder may be required to undertake additional duties reasonably related to their qualifications, skills, and experience, based on programme and operational requirements.

Safeguarding

The post holder is required to perform all duties in accordance with the organization's safeguarding, Prevention of Sexual Exploitation and Abuse (PSEA), child safeguarding, anti-harassment, code of conduct, and other relevant policies and procedures.

Equal Opportunity

The organization is an equal opportunity employer and encourages applications from qualified candidates regardless of gender, age, disability, ethnicity, religion, or other status.

Health and Safety

The post holder is required to carry out all duties in accordance with organizational Health, Safety, Security, Infection Prevention and Control (IPC), and other relevant policies and procedures.

• Monthly Gross Salary: Negotiable

• Bonus and other benefits: 10% of the monthly gross salary.

• Other Benefits: Office hours, annual leave, increments, will be provided as per the organizational policy and Recruitment & Human Resource Management Policy of Partners in Health and Development (PHD), subject to project budget availability.