Support Affairs Coordinator

Job Description

Title: Support Affairs Coordinator

Company Name: Qatar Charity Bangladesh Office

Vacancy: --

Age: Na

Job Location: Dhaka

Salary: --

Experience:

• At least 5 years
• The applicants should have experience in the following business area(s): NGO

• Masters
• Master of Business Administration (MBA) in Supply Chain Management
• Master of Business Administration (MBA) in Human Resource Management
• Master of Business Administration (MBA) in Management

• Master`s degree preferably in Supply Chain Management//MBA majoring in supply chain or HRM/Management or equivalent

• At least 5 years
• The applicants should have experience in the following business area(s): NGO

EXPERIENCE

• Minimum 5 years of proven work experience in relevant field in INGO Sector in Bangladesh

• Minimum 3 years of work experience at a Senior Management Level in International NGOs, Multinational Organizations, Renowned INGO`s UN work experiences will be given preferences.

OTHER SKILLS

• Excellent relationship building, management skills and leadership skills.

• Good organizational skills, ability to manage multiple requests and priorities.

• Excellent Strategic thinking, communication, presentation and coordination skills;

• Advanced Analytical and Problem-solving skills.

• Good command over advanced softwares, Al knowledge and integration expertise.

• Previous experience with ERP system will be an added advantage.

• Ability to anticipate needs and make recommendations.

• Excellent command of English (spoken and written).

• Ability to believe and follow Qatar Charity`s principles and values.

• Ability to handle work pressure and challenges and lead change management.

• Good command over Arabic language will be an added advantage

• DURATION: 12 Months

• START DATE: 01-DEC-2025

JOB SUMMARY:

• The Support Affairs Coordinator will be responsible for overseeing administrative, procurement, logistical, HR, and contractual functions of the country office. This ensures that all legal, general services, and logistical support are in place to enable staff to perform their duties effectively. This position facilitates essential services, addresses challenges, and removes obstacles that may hinder the achievement of organizational objectives.

HOW YOU WILL MAKE A DIFFERENCE

Objective 1: Contribute to the definition of the country office`s strategy and implementation.

• Develop the country office`s strategies aligned with HQ strategies (Admin, procurement, transport, asset management, Inventory management, vehicle fleet driver management, etc.).

• Develop the support functions parts of the proposals regarding project and donor reports in a timely and qualitative manner and ensure donor compliances are met through implementation.

• Ensure the deployment of QATAR CHARITY BANGLADESH OFFICE support function tools (implementation, configuration and updating) and the training of users at national level.

Objective 2: Lead national procurement processes to ensure compliance, transparency, and timely delivery of goods and services.

• Plan and execute procurement in line with policies and donor requirements.

• Ensure transparent, competitive, and compliant procurement processes.

• Maintain vendor database, conduct market assessments, and manage framework agreements.

• Oversee purchase approvals, contracts, and ERP data accuracy.

• Ensure timely delivery, proper documentation, and audit readiness.

• Supervise and guide procurement staff for effective performance.

Objective 3: Lead national procurement processes to ensure compliance, transparency, and timely delivery of goods and services.

• Manage vehicle allocation, scheduling, maintenance, and insurance.

• Ensure compliance with safety protocols and preventive maintenance plans.

• Monitor fuel usage, logs, and maintenance records.

• Supervise drivers, manage rosters, performance, and adherence to policies.

• Prepare utilization, fuel, and maintenance reports; coordinate with service providers.

Objective 4: Manage assets, inventory, and office facilities to ensure accurate tracking, proper storage, and a safe, well-maintained work environment.

• Maintain asset register, tagging, and conduct regular verification.

• Oversee warehouse operations, stock control, and asset disposal.

• Ensure smooth functioning of office facilities and utilities.

• Manage service contracts, lease agreements, and compliance with legal requirements.

• Supervise office support staff to maintain a safe and clean environment.

Objective 5: Preventing and managing situations of fraud and corruption

• Identify risks and implement preventive controls.

• Ensure segregation of duties and raise team awareness.

• Report suspected fraud to the Country Director and implement corrective actions.

• Follow up on audit recommendations and maintain compliance.

Objective 6: Collaborate with the Finance team to ensure accurate, compliant, and timely processing of office financial transactions and reporting.

• Coordinate with the Finance team to process all office-related financial entitlements and vendor payments in compliance with organizational policies and donor requirements.

• Verify supporting documents for accuracy and completeness before submission to Finance for payment processing.

• Work closely with Finance to ensure timely settlement of invoices, advances, and staff reimbursements.

• Maintain proper documentation and filing of all financial transactions for audit readiness in coordination with Finance.

• Support the preparation of periodic financial summaries and reports related to administrative expenses in collaboration with the Finance team.

Objective 7: Provide functional guidance and oversight to HR processes to ensure compliance, efficiency, and alignment with organizational and legal standards.

• Provide guidance and oversight to HR activities such as recruitment, onboarding, training coordination, payroll, and leave management-are implemented effectively by the HR team.

• Advise on the implementation of updated HR policies and procedures, ensuring alignment with organizational standards and compliance requirements.

• Review and validate monthly staff attendance reports prepared by HR before submission to the Country Director.

• Support HR in staff performance evaluations and training initiatives by offering functional input and recommendations.