Position Title, Location & Contract Duration

Procurement and Logistics Officer for Procurement Department

01 Position, based in CARE Bangladesh Dhaka Office

The duration of the proposed contract will be for 05 (five) years.

I.             Job Summary:  

CARE is one of the world's leading international humanitarian and development organizations, committed to helping people in poor communities improve their lives and alleviate poverty. Founded in 1945, CARE is working across 95 countries to fight global poverty and marginalization. CARE has been active in Bangladesh since 1949 being one of the largest country offices of CARE. CARE works to help people achieve social and economic well-being, while being among the best in their fields. CARE put women and girls at the center of our work because we know that we cannot overcome poverty until all people have equal rights and opportunities. CARE Bangladesh is currently shifting towards a program approach, where it has developed longer-term impact visions to have more sustainable changes in the lives of the extreme poor and marginalized.

Procurement & Logistics Officer is mainly responsible for assisting the logistic functions of the department that includes but not limited to collect the enlistment documents, follow up with vendors for delivering the items as per schedule of PO, review the billing documents, scan all necessary required documents and send to finance for payment. S/he will also responsible for updating Procurement Status Report, maintaining all PO/Consultant files, department general files, keeping the records and track sheet of all policies and manuals. Overall responsibility of this incumbent is to extend all sorts of assistance and support to the procurement department staff in order to run the department smoothly and successfully. This incumbent will take any other responsibilities as required and assigned by the supervisor / management from time to time. In all cases, compliance with CARE USA Procurement Policy and Procedures Manual and the respective Donor’s regulations must be ensured by the Administrative Support Officer. S/he will also support to retrieve any documents for audit requirement and will be the focal point for departmental document retention in accordance with policy.


II. Responsibilities and Tasks:

% of Time

Responsibility # 1:  Record the PR/PA information in PSR (Procurement Status Report), maintain and update departmental files / manuals / office supplies / FF&E records/agreement log file/ generate comprehensive reports.

25%

  • Dispatch PRs from PeopleSoft to address the user need.
  • Cross check PR’s with Annual Procurement Plan.
  • Input and update PSR regularly with all pertinent information.
  • If any PO/contract delivery time extended then add the information in PSR.
  • Prepare and maintain a master file list/index of all the general files of the department and update it regularly.
  • Keep all the manuals/policies updated immediately after any changes and track the changes properly. 
  • Before submission of billing documents to Finance complete necessary entry to PSR regularly.
  • Responsible to procure, maintain and store office supplies as per requirements and keep tracking of the uses.
  • Responsible and contact point for departmental FF&E, keep all updated and validated information of FF&E record.
  • Maintain supplier agreement log file & send expiry notification to project /concern user on monthly basis.
  • Generate purchase report quarterly from PSR.
  • Make report comprehensively when management required.

 

Responsibility # 2:  Review, scan, maintain a soft copy of PO in shared drive  and send the hard copy to finance for payment.

25%

  • On completion of awarding contract by Procurement Officer, receive the PO files and check them carefully.
  • After receiving the files/ documents, check and ensure availability of PRs, RFQs, Quotations /Bids, Technical and Financial Evaluations, Comparative Statements, Summary Bid Analysis (SBA), Tender Result / Recommendation in support of the purchase /contract. 
  • Follow up with vendors for signing PO/Contract.
  • Scan and store the soft copy of PO in share drive in accordance to the document retention policy and send the hardcopy to finance for payment.        

 

Responsibility #3:  Vendor Profile Update , Maintenance , HQ vendor setup & Bridger Check

20%

  • Collect all necessary information about Vendor’s profile, Trade License, VAT/TIN certificates for "Vendor's Enlistment Process".
  • Fill up Vendor Set-Up Form and obtain signatures from Procurement Committee Members.
  • Scan and keep record of Vendor Profiles for documentation in Share drive & one drive.
  • Update Vendor and Consultant profiles in the database as and when required.
  • Need to keep a "Vendor Performance Evaluation” form with each individual vendor profile.
  • Need to setup & update all kinds of HQ vendor.
  • Bridger checking for all new suppliers and when required.

 

Responsibility # 4: Check all Billing Documents, scan for file copy and forward to accounts for payment as applicable and maintain the files and documents properly.

20%

  • Sort out the PO/billing documents properly.
  • Scan all necessary documents as required.
  • Maintain close liaison with finance and provide necessary information and documents as required and arrange releasing the bills ASAP.
  • Maintain the PO/bill register and keep track of the documents sent to Accounts.
  • Prepare all non PO Purchase Expense reports.

 

Responsibility # 5: Handle the assigned Purchase advice and issue RFQ and offline PO to the vendor/ Follow up with vendors for delivery of the goods and services as per the terms and conditions of PO and update the delivery status in PSR regularly.

10%

  • Handle the purchase advise received from different program/ project/ department and FO/RO
  • Check and confirm completeness of Purchase Advice, donor regulations and bidding thresholds before issuing Request for Quotations (RFQs). Compile the Purchase Advice and make a plan for execution of purchase.
  • Follow up with the vendors to get quotations/ propose ls in due time as and when required & send offline PO to the vendor.
  • Regularly send the expiry notifications to project/program concerned person to get the update of expiration/extension information and take necessary actions of respective Contract /PO.
  • Follow up with the vendors and remind them to deliver the goods and services as per delivery schedule.
  • Inform the concerned procurement officer of any problem regarding timely delivery of goods and services by the vendor.
  • Take necessary steps to ensure timely delivery by the vendors as suggested by the concerned procurement officer.
  • Send the Performance Evaluation Form for vendor/consultant after completion of PO/Contract. Need to keep the hardcopy in vendor file and store the soft copy in share drive.

 


III. Reporting to:  

This position reports to the Senior Procurement Office and maintains close communication and liaison with the IT and Procurement department staff in CARE Bangladesh Dhaka Office as well as the procurement staff in the field offices.


IV. Working Condition:  

This position is located in the CARE Bangladesh Dhaka Office and will require Field visit as and when required to assist the field office staff and to collect information about the market.


  • Qualifications and Experience:
  • 3 to 4 years of experience in the relevant field with a sound organization.
  • Masters in economics, business administration, finance, or any other relevant field.
  • Excellent verbal and written communication skills.
  • Good understanding of MS Office applications.

VI.    Core Competencies:

  • Communication Impact.
  • Planning & organizing.
  • Collaboration.
  • Facilitating change.
  • Team Building.

Candidates need to be highly motivated and committed to CARE Bangladesh’s vision, mission, and long-term development work to significantly improve the lives of the most vulnerable and marginalized Candidates must be capable of displaying great learning agility, support and encourage knowledge sharing across projects, for the ultimate benefit of all of CARE’s mission wide initiatives.
 
Compensation
Attractive remuneration package will be offered to the really deserving candidate. In addition, CARE offers Provident Fund, Gratuity, Festival Bonus, Leave Encashment, Life and Health Insurance and Working Mother Benefits Day care facilities etc.

Interested candidates meeting the above requirements should apply through CARE Bangladesh’s e-recruitment site: http://www.er-carebangladesh.org/care-recruitment/home on or before August 17, 2019

Note:

  • CARE Bangladesh aims to attract and select a diverse workforce ensuring equal opportunity to everyone, irrespective of race, age, gender, HIV status, class, ethnicity, disability, location and religion.
  • Women are particularly encouraged to apply.
  • Any personal persuasion/phone-call will result in disqualification of candidature. We guarantee an interview to disabled candidates who meet the essential criteria.
  • CARE Bangladesh has a non-negotiable policy of ZERO TOLERANCE towards discrimination, harassment and abuse. All employees are expected to abide by the Protection from Sexual Exploitation and Abuse & Child Protection Policy of CARE Bangladesh.
  • Internal and external applicants shall be treated equally in the entire selection process.
  • There is no cost involved with applying for positions with CARE Bangladesh. Any solicitation of job application costs should be regarded as fraudulent.