Recruitment Notice

   
Position Title : Government Relations & Logistics Officer
Position based in: : Dhaka
Salary conditions : Tk. 55,890 gross per month (excluding other usual benefits)

 

Hierarchical and organizational links:

Reports to:      Manager, Finance and Administration
Coordinates with: Manager, Human Resource and Logistics
Direct line supervises: Logistics Assistant, Driver, Caretaker
Technical referent: N/A

 

Main responsibilities:

1 Relations with NGOAB
2 Visa process for expatriates

 

Main Logistic responsibilities:

3 Provides in-office administrative support
4. Responsible for purchase processes and supplies deliveries for BDO and program areas.
5 Supervises store related tasks
6 Management of assets inventories
7 Oversee maintenance of premises and equipments
8 Management of transport pool (movements, hiring and maintenance)
9 Travel Management
10 HR administrative supports

 

Desired Skills and Qualifications

  • Education: Master’s in any discipline preferably in Business Administration, Supply Chain Management
  • Experience: 5 Years with International NGOs in Supervisory positions dealing with NOGAB and other Govt. Ministries for NGO project approvals and visa processing and Administration/Logistics as desired.
  • Skills: Typing in English and Bengali, Computer literate, working on any business software, driving motorcycle, Prolific user of internet, emails, and know MS application programs, especially Excel.

Detailed Tasks:  

1. Relations with NGOAB

1.1 Is the focal point for general relations with NGOAB
1.2 Consolidating narrative and financial parts and fill them into NGOAB templates (FDs).
1.3 Submits project approval forms (FDs) to NOGAB and ensures they get timely approval from the Office.
1.4 Submit annual report, and audit reports follow-up until they are cleared
1.5 Gathering and consolidating information to answer NGOAB queries
 

2. Visa and work permit processing

 2.1 Prepare invitations letters for expatriate visitors’ visas in Bangladesh
2.2 Process N / FN Visas for Tdh expatriate staff members and their spouses.
2.3 Obtain Work Permit through NGOAB and relevant ministries for the expats working for Tdh in Bangladesh.
2.4 Process visa extension (N Visa) on timely manner.
2.5 Assist expats in leaving the country.
2.6 When needed, work with NSI and SB for Security Clearance.
2.7 Assist in submitting visas for international travel for staff members.

 

3. Provide in-office administrative support

 2.1 Calculate and deduct VAT and taxes from bills
2.2 Token, flashcards and ID cards preparation.
2.3 Disseminating/displaying internal information and documents
2.4 Keeping records of administration-related documents
2.5 Local contracts follow-up (internet, vendors, fuel, etc…) 
2.6 Filing / keeping records of contracts
2.7 Overall control of the flying tasks performed by the log assistant (receiving/sending letters or parcels; collecting and payment of utility bills, land and local taxes; depositing documents to banks, local administration, vendors…)
2.8 Management of communication fleet (airtime and modem list)

 
4. Process purchases and delivery of supplies
 4.1 Controlling the direct purchases of petty item (no process)
4.2 Collecting quotations for procurement
4.3 Do bid analysis for decision making
4.4 Prepare purchase orders, service contracts or work orders
4.5 preparing payment request and transmitting it to accounting for payment
4.6 keeping vendors database up-to-date
4.7 contact alternative suppliers, if first failed.
4.8 Maintain logistics recording and reporting processes as established by the Tdh Headquarters.
4.9 Deliver / Dispatch materials to project areas.
 
5. Supervise store keeping activities.
 5.1 Validates quarterly requisitions requests prepared by the log assistant
5.2 Overall supervision of all store-related tasks performed by the log assistant
5.3 Controls the effectiveness and the accuracy of the stock inventories
 
6. Assets management
 6.1 Maintenance of assets register (in and out)
6.2 Maintenance of assets inventories
6.3 Disposal of Assets through committee
6.4 Asset codification
 
7. Maintenance of premises and equipment
 7.1 Assesses and validates the maintenance requests
7.2 Oversees cleanliness and hygienic office premises.
7.2 Controls the effectiveness and the quality of repairs and maintenance
 
8. Management of the BDO vehicle (movements and maintenance)
 8.1 Organizing vehicle planning and movements.
8.2 Controlling logbooks entries and fuel consumption
8.3 Collecting maintenance needs of vehicle and conduct repairing
8.4 Keeping vehicles register (historical data)
8.5 Keeping vehicles legal documents up-to-date and properly filed
 
9. Travel management
 9.1 Arranging for accommodations, meals in Dhaka for mission members
9.2 Coordinate with KUR office for guesthouse booking for travelling staff
9.3 Hiring external vehicles if needed through procurement processes.
9.4 Coordination for tickets needs (flight, bus, train, launch) and process payments.
 

10. Provide HR supports

Leaves follow up /monitoring leaves balance

        

Data entry to the Homere (HR Software).
Filing HR personal files and keeping them up-to-date (physical documents) at the base level.

 
Internal coordination
 Take an active part to team coordination meetings

 

Tdh Regulations and Policies
The post holder abides by all internal rules, regulations and policies. This version supersedes all previous versions.

 

Application process and deadline:
Candidates should apply using the online BD Jobs system. Emailed applications will not be accepted. The deadline is Thursday, January 17, 2019 by 5.00 pm. Only short-listed applications will subsequently be called for interviews.


CVs should include current salary (if in employment) and last salary drawn, and expected salary, names of two former supervisors to serve as references with phone and email contact info, and earliest date of availability.

Recruitment procedure follows the Terre des hommes Child Protection Policy. Tdh is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization. Any form of persuasion will be treated as disqualification.

 

Application Deadline: January 17, 2019