Senior Officer - Administration & Procurement
Job Description
Title: Senior Officer - Administration & Procurement
Company Name: The Asia Foundation
Vacancy: Not specific
Job Location: Dhaka
Employment Status: Contractual
Educational Requirements:
∎ Masters or equivalent degree in any discipline from a reputed university/institute
Experience Requirements:
∎ At least 6 year(s)
Job Context:
∎ UNIT : The Asia Foundation, Bangladesh office
∎ REPORTS TO : Director- Finance, Grants & Administration
∎ SUPERVISES : Facilities Officer, Office Assistants, Drivers, Security guards
∎ JOB LOCATION : The Asia Foundation`s office in Dhaka (with limited travel)
Job Responsibilities:
∎ SUMMARY OF RESPONSIBILITIES: In close collaboration with the Director - Finance, Grants & Administration, and unit members, the Senior Officer - Administration & Procurement is responsible for the overall office administration. Administrative responsibilities include office management, travel and logistics, vehicle oversight, and procurement by ensuring value for money.
∎ JOB DUTIES AND RESPONSIBILITIES:
∎ Office Management and Maintenance:
∎ Coordinating monthly utility bills, staff mobile phone bills, rent of offices, expatriate visitors' bills, and all other bill payments, including preparation of Request For Payments (RFP)
∎ Ensuring lease agreements are up-to-date
∎ Ensuring upkeep of Dhaka office and expatriate residences, including utility services
∎ Maintaining petty cash
∎ Maintaining TAF's assets and inventory, keep up to date registers, and coordinating disposal when required
∎ Overseeing an effective store management system
∎ Maintaining relationships with government emergency support agencies, such as law enforcement agencies, WASA, DESA/DESCO, T&T, fire services, media, and others in close collaboration with the MOSS focal point.
∎ Travel and Logistics:
∎ Coordinating logistical support for project events in Dhaka and office events, including sourcing venues and catering services, arrangement of relevant materials, hire rented vehicles if needed.
∎ Arranging travel tickets and visa support for staff, consultants, travel grantees
∎ Vehicle Oversight:
∎ Ensuring vehicle documents and driver documents are up to date, such as registration, fitness tax token, insurance, driving licenses etc.
∎ Managing duty roster:
∎ Checking the vehicle mileage statement for billing and other purposes
∎ Maintaining a vehicle maintenance schedule for necessary repairs and maintenance
∎ Oversee to ensuring drivers are following government and TAF driving rules and regulations
∎ Procurement:
∎ Keep updated vendors enlistment for all kinds of goods and services and ensure corporate agreement where necessary by completing due diligence
∎ Identifying and executing the full procurement process pertaining to the office operating budget
∎ Ensure the Admin unit takes the lead in the selection process for pre-contracted vendors
∎ Liaising with vendors and service providers for office needs
∎ Verifying all procurement documentation for completeness and filing by Finance
∎ Maintaining/filing original relevant administrative documents/files
∎ Administrative tasks:
∎ Regular update employee life insurance and coordinate if any claim needs to submit
∎ Overseeing overtime assignments for support staff
∎ Performing due diligence and anti-terrorist searches for selected independent contractors
∎ Extending professional relationships with other similar organizations
∎ Administration of Security:
∎ Develops and implements an effective security plan by identifying security risks, practical mitigation measures for each risk
∎ Evaluates security system requirements for the office (e.g. fences, gates, doors and windows, security lighting, alarm systems, generators and inverters, 24/7 property guard services, etc.)
∎ Supervision:
∎ Supervise and mentor Facilities Officers, Office Assistants, Drivers, and security guards.
∎ Conduct periodic performance reviews of supervisees
∎ The Administration & Procurement Officer will furthermore be responsible for any other tasks as
∎ assigned by the Country Representative and/or Director - Finance, Grants & Administration.
Additional Requirements:
∎ At least 06 years of relevant working experience with a reputed development organization / INGO or a multinational corporate
∎ Demonstrated experience in leading/managing procurement in any donor-funded INGO.
∎ Demonstrated expertise in managing, and motivating team members and building high performing teams
∎ Skills:
∎ Good articulation, drafting, presentation, and oral communication skills (Bangla and English)
∎ Knowledge of procurement planning and budgeting, vendor enlistment, bid analysis, decision-making, and report writing - especially on procurement and admin functions.
∎ Personal Competencies:
∎ Acquire excellent managing qualities; supportive attitudes and should be able to draw confidence and support from others.
∎ Must be a person who is self-motivated with good interpersonal skills
∎ Practice personal integrity, flexible attitude, sense of transparency, proactive stance and respect for gender, safeguarding, diversity, and organizational culture.
∎ Competent in making effective decisions, upholding organizational values, and promoting integrity
∎ Able to plan, prioritize and organize self and others
∎ Ability to work under pressure and meet deadlines
Salary: Negotiable
Job Source: Bdjobs.com Online Job Posting.
Application Deadline: 17 Apr 2023
Company Information:
∎ 6 Apr 2023
∎ The Asia Foundation
∎ Business : The Asia Foundation (TAF) is a nonprofit, nongovernmental organization committed to the development of a peaceful, prosperous, just, and open Asia-Pacific region. The Foundation supports Asian initiatives to improve governance and law, economic development, women`s empowerment, the environment, and regional cooperation. Among its various development initiatives, TAF has been supporting the promotion of women`s rights and social justice within an Islamic Framework through imams and madrassah teachers in Bangladesh.
Category: NGO/Development
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