Job Purpose:

The Logistics and Administration Manager is responsible for lead the logistics and admin team and ensure the effective and efficient logistics, admin, supply chain, security and IT management in support to the emergency response program of Cox’s Bazar. S/he will develop an efficient and cost effective procurement, logistics and supply chain unit that meets guidelines, policies and procedures of Concern. S/he will work closely with Program Managers, Project Coordinators, Finance, and HR team. He/she will also work closely with Systems Director, Head of Admin and Logistics and other wing of systems department team based in Concern Country Office in Dhaka.  S/he will be directly line managed by Director Coxs bazar program with technical reportable to the Systems Director.

Main duties & responsibilities:

Team management:

• Define an effective procurement and logistics (supply chain) team according to the need of the program in Cox’s Bazar
• Maintain updated and efficient Job Description for team members and provide appropriate team orientation to succeed with the program objective.
• Ensure team performance managed properly and a feedback management mechanism is functional.
• Analyse team performance and capacity development need and arrange proper orientation and training for the staff.
• Design logistics induction for new comers, partners and conduct it whenever possible.

Implement and control of policy and procedures:

• Implement all the related policy, procedures, tools and formats in the procurement and supply chain process.
• Assess bottlenecks and challenges update local procedures and make sure control and risk management mechanisms are working.

Planning and Coordination:

• Liaise with Dhaka and Dublin Supply & Logistics Department for large procurements and strategic improvements
• Attend Logistics Clusters Meetings and represent Concern at other meetings as requested as required in the context
• Coordinate procurement and logistics plan with program, finance and HR team to support the program requirement as a whole
• Make sure project wise Procurement Plan is prepared in the beginning of the project and timely revision are in place.
• Enable coordination mechanism among the team and the logistics and supply chain team as a whole.

Procurement:
Ensure all the Supply Requests (SR) are registered and SR Tracker is updated and shared regularly with program and requesters.

• Ensure updated Approved Supplier List is in place and suppliers are oriented on Concern procurement procedures.
• Ensure Procurement Committee is in place and orientated on the role, responsibilities, procurement procedures and value for money analysis.
• Make sure procurement process are followed and any acceptations are recorded as per organizational delegation of authority.
• Oversee procurement KPIs and establish timely and quality procurement to support the program

Warehouse Management:

• Ensure warehouse management procedures, tools and formats are in place and used to keep track of stock management and warehouse management.
• Ensure project wise stock reports are generated in time, then review stock reports and share with internal and external audiences in time
• Make sure structural aspects of warehouse are maintained to as per humanitarian standard
• Ensure stock physical verifications are conducted in certain intervals and reports are archived.
• Stock disposals are conducted as per organizational and donor procedures and records are maintained.

 
Asset management:

• Ensure that all procedures and documents pertaining to Asset Management as per the Concern Logistics Manual are in place and being followed.
• Make sure all organizational assets are tracked and monitored as per procedures.
• Train staff on use of communication equipment and communication protocols.
• Explore the possibility of having digital systems, notably for logbooks and the fixed asset register.
• Ensure that the Fixed Asset Register (FAR) is updated and verified quarterly and reported to management.
• To ensure assets are safe guarded with physical checks in line with the Logistics Manual.
• Ensure donation certificates with recipient’s signature are obtained and filed for all assets and equipment donated to beneficiaries/partner groups or received from Donors.

ICT management:

• Oversee ICT management and staff supports are function well.
• Support the IT Manager in designing a procurement plan of ICT equipment and contribute to donor budgeting.
• Ensure an effective system of ICT equipment tracking and handling.

Vehicle and Transport Management:

• Establish a safe, cost effective and efficient vehicle pool to support local movement of staff.
• Make sure drivers and all staff are oriented on use of vehicle and maintain standard.
• Ensure rental vehicle agreements are in place and vehicles are hired and run as per Concern standard.
• Ensure a robust vehicle maintenance system is in place and that maintenance works are property documented.
• Oversee vehicle movement, use of log book, vehicle tracker and fuel consumption reports
• Ensure truck rental agreements are in place and prices and conditions are effective.
• Ensure the compliance with the Transport Manual policies and procedures and that people are fully trained and aware of their responsibilities.

Reporting:

• Review monthly logistics reports including procurement, stock, asset and vehicle and share with the Director Cox’s bazar program
• Review and share Stock and DIK reports with respective people of Concern and Donor management
• Prepare project end logistics related donor reports and share with respective people

Security Management:

• Act as Security Focal Point for Cox’s Bazar program and implement and safety security related procedures as per organizational procedures
• Assist Director cox’s bazar program to review security protocols and suggest possible adjustments/improvements
• Facilitate safety security assessment and update safety security related SOPs.
• Orient and keep updated all staff on safety security protocols
• Organize Security Focal Group (SFG) meetings and implement all the decisions.

Partner NGO support: 

• Orient PNGO staff on Concern’s logistics and procurement policy and standards
• Oversee procurement and logistics of PNGO through visit, checks and meeting
• Identify gaps and take necessary improvement measures and provide orientation and training as required.

Accountability:
In line with Concern’s commitments under the Core Humanitarian Standard (CHS):

• Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
• Work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;
• Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Key Requirements:

• Master in Business Administration/ Studies and relevant major with specific diploma or higher level of training on procurement, humanitarian logistics and supply chain
• At least 5 years of managerial working experience with international NGOs or UN agencies in humanitarian supply chain in emergency contexts and operations
• Substantial experience in all technical areas of supply chain operations including procurement, transport/distribution, warehousing and stock management, fleet management, asset management, ICT and security management
• Good understanding of donor rules in relation to this role, with a particular focus on BPRM, ECHO, UNICEF, WFP, UNHCR, USAID, FCDO etc.
• Fluent written and spoken English.
• Proven capacity-building ability, including training, coaching and mentoring staff.

 Key  Key competencies:

• Pro- active with an ability to think analytically, identifying opportunities and mechanisms to broaden programming.
• Results oriented.
• Excellent planning and organisational skills.
• Ability to problem solve and good decision making and communication skills.
• Strong team player.
• Ability to work in challenging environments.

Job Description: Click here to download                   Job Application Form: Click here to download

If you feel that your qualification and experience match our requirements, and you have a shared commitment to Concern’s values, please email the completed Job Application Form with photograph, National ID, TIN and all Educational Certificates to recruitment.bgd@concern.net.

Please mark the position applied in the email subject line.

Closing Date of Application: 10 February 2024

Candidates over 60 years of age are discouraged to apply.

Concern Worldwide encourages all qualified candidates, irrespective of gender, ethnicity and origin, disability, political beliefs, religious beliefs, sexual orientation, or socio-economic status to apply to become a part of the organisation.  Concern is against all forms of discrimination and unequal power relations, and is committed to promoting equality. Concern follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability and other diverse group.Concern promotes gender friendly work environment placing staff welfare and wellbeing at the core.

Safeguarding at Concern: Code of Conduct and its Associated Policies:

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.