We believe in the power and potential of every child. Globally we have committed ourselves to the ambitious target of reaching 100 million girls to ensure that they can learn, lead, decide and thrive. Plan International Bangladesh (PIB) is transforming itself to meet the enormous challenge everywhere we work to successfully deliver on our global ambitions and significantly impact children’s rights and gender equality in Bangladesh.

Plan has been working in Cox Bazar to respond to the Rohingya refugee influx since 24 September 2017 implementing the following key objectives: 1. Ensure girls and boys affected by the crisis are protected from violence, abuse, neglect and exploitation through appropriate prevention and response interventions in line with minimum standards. 2. Reduce the transmission of disease from fees to mouth through the promotion of good hygiene practice and the reduction of health risks related to poor sanitation 3. Restore and increase access to safe quality and inclusive educational opportunities for refugee children and adolescents (girls and boys) affected by the Rohingya crisis.

We value and embrace diversity of skills, backgrounds and perspectives. We recognize that our work is best achieved by reinforcing our capacity in partnership. We are seeking bold, forward-thinking and innovative individuals to join Admin team.

This position is responsible for providing timely, consistent and quality support for operational services for Teknaf Project office, which includes planning and delivering administrative and logistics management; managing procurement, fleet management, maintenance of fixed assets, and safety and security of the base. The incumbent will also work with Logs and Procurement Manager-ER and Operations Manager-CXB in placing admin controls in the divisional office.

To purchase of goods and services; support to prepare different contracts/ work orders as necessary incompliance with donor/organizational rules and regulations.

• • Periodic procurement plan (annual/quarterly/monthly) for goods and services is prepared,  coordination with the project technical teams and operations team, logistics support requirements are also included in the plan;
  • Arrange external training/meeting/workshop/conference  on time, with cost effective manner ensuring donor and Plan’s compliances.
  • Program staff travel to the field are coordinated in a planned manner in collaboration with program and logistics team at Cox’s Bazar and local level; Visitors are informed well in advance of hotel reservation and transportation.
  • Support to prepare daily fleet schedule and arranges transportation in time and as per need.
  • Other assignment as suggested by the management for the interest of the project.
  • Assistance provided to the project team during preparation/revision of budget by providing cost information from the field; as well as consolidating part of the same.

To be responsible for vendor enlistment/validation, procurement/service arrangements for program implementation.

• • Vendor list at the local level  will be finalized in collaboration with Cox’s Bazar Logistics and made available as and when required by the program team.
  • All purchases under his/her assignment are processed complying with donor /Corporate operations manual and statuary requirements.
  • Requisitions with regard to required date, items specifications, cost center and estimated cost.
  • Create vendor ID in SAP and checked anti-terrorisms/reference before issuing purchase order/making contract and filing properly.
  • To issue the invitation for quotation, prepare bid summary and purchase orders.
  • Received bills/invoices from vendors with challan and reviewed.

 Monitor/supervise the supply of materials and field level activities of the Projects.

• • Ensure quality of supplied materials with the support from project staffs
  • Materials/inventories are stored safe place in the office and field.
  • Stock status is checked physically; report prepared and shared; identified issues.
  • Files are maintained for individual projects
  • Maintained Emergency Response activity’s incoming and outgoing mail with proper recording in the register.
  • Maintained motorcycle related documentation as provided in the field under project.
  • To provide all sorts of logistic support to organize the internal and external training/ meeting/ conference/ workshop etc.

Logistics supports for internal workshop/meeting/training for the project

• • Logistics for meeting/ workshop/ training are arranged on time in a cost-effective manner
  •  Support the project staffs in booking venue, arranging food and other logistics
  • Maintain internal conference room booking schedule and are kept always in the ready mood and decorative related to project.
  • Communication with suppliers / vendor for arranging different events.

To maintain inventory/assets/project materials register and distributed as per management order.

• • Inventory/asset register are maintained properly for Emergency Response (ER) activity project.
  • Assist to supervisor to maintained fixed assets/inventory of ER activity’s Teknaf office and Cox’s Bazar offices generate/provide necessary reports as required by the management.
  • Ensure Program and GIK Materials are received/recorded/distributed properly.
  • Assist to conduct annual physical verification of assets/inventory including report as done within stipulated time frame.
  • Unused equipment’s are disposed of timely in compliance to donor/corporate operational manual
  • Arrange disposal of fixed asset/equipment which are not used or not in good condition in coordination with head-administration

Ensures Gender and CP policy awareness, compliance and practices in managing administrative works

• • Demonstrated behaviors at work and outside to promote CP policies and compliances.
  • all service contracts, agreements, partnerships are checked through CP and Gender lenses and appropriate calluses are entered.
  • Demonstrated gender equality policies in all administrative service provisions.

Dealing with Problems:

• • Follow procurement policy of Plan International Bangladesh and FOB in resolving problems related to purchase and procurement
  • Manages requests of supports from different levels of employees in a tactical way within the limited resources but showing positive attitude to support.
  • Act promptly and ensures proper and quick support to project implementation.
  • Negotiations with different vendors and service providers in the event of arising conflict and solicit resolution through a win-win situation protecting Plan's interests and image.

Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures

Bachelor's Degree in any discipline.  At least 3 years working experience in similar position preferably in large NGO/INGO with computer literacy and experience to use software like SAP. Understands the role of Plan and context in which Plan works. Cultivates an environment where people are confident to take the initiative, be innovative and learn new ways of working. Adopts an appropriate communication style when communicating with the whole range of colleagues, partners, Children and communities, · exhibits active listening and effective feedback; ability to clearly and convincingly express thoughts and ideas in written and verbal form. Adopts appropriate tools and methodologies to facilitate disadvantaged children, families Manage resources (staff, budgets and work) to deliver results to agreed quality. Able to apply planning-leading-organizing-controlling skills. Adopts a team style which adds value to work and reinforces good working practices. Demonstrates an understanding about the Child Protection Policy and compliance, applies the possible protection measures within the scope of job, and provides inputs for strengthening child protection measures. Effective admin and logistics planning-budgeting-resource allocation skills given the administrative guidelines of Plan. Ability to provide guidance on admin internal control systems. Demonstrate an understanding on the statutory issues for programs and operations of INGOs in Bangladesh and remains updated on the requirements of NGO Affairs Bureau and its implication in the operations Plan’s program in Bangladesh. Knowledge and understanding on the rules and requirements of community managed project procedures and ability to handle procurement with communication. Understands the key information requirements needed to deliver an effective admin and logistics management service-effectively extracting, utilizing and communicating key admin issues related information. Understands and uses different technological resources (computer, multimedia, internet, software). Establishes good relationships with stakeholders; works cooperatively with other units, maintains networks outside the organization       

About Plan International

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. Plan International envisages a world in which all children and young people realise their full potential, a vision now shared by the 193 Heads of State and Government who adopted the 2030 Agenda for Sustainable Development in September 2015.

We believe in the power and potential of every child. This is often suppressed by poverty, violence, exclusion and discrimination. Its girls who are most affected.  Plan International’s new Global Strategy aims to transform the lives of 100 million girls by implementing an integrated programme and influence approach.

Please Click on Role Profile of Administrative Officer for details of the job.

Plan International Bangladesh is committed to ending gender inequality, and achieving a gender balanced workforce. Women are strongly encouraged to apply.

We promote competitive salary, female friendly workplace, outstanding co-workers (who are respectful, professional, unbiased and easy to work with); equal opportunity that mean equal access to promotion, leadership role or incentive programme.

Salary Package for this role is BDT. 49,600 fixed monthly Cost to the company. Along with other benefits i.e., hospitalization benefit for spouse and children, contributory provident fund, Festival Bonus, leave, group insurance and yearly medical check-up for employee.

Closing Date: 14th March 2023.  Initially selected candidate will get one-year contract for this position and highly possibility for extension based on employee performance. Early submission is strongly encouraged as application collection and selection process will go simultaneously. Only short-listed candidates will be communicated for interview. Any form of persuasion in the selection process will automatically disqualify the candidacy. Selected candidates must be willing to join within very short notice.

Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability.

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All Plan International Bangladesh’s job notifications are published and Plan International does not ask for or ever accept applications fees.