Habitat for Humanity International (“HFHI”) is a non-profit faith-based organisation dedicated to eliminating substandard housing and homelessness worldwide and to making adequate, affordable shelter a matter of conscience and action. Habitat for Humanity is founded on the conviction that every man, woman and child should have a simple, decent, affordable place to live in dignity and safety. Habitat for Humanity International Bangladesh office (HFHI-B) is currently looking for interested and qualified candidates for the following position.

Officer - Admin and Procurement

Purpose:

The Officer – Administration & Procurement is responsible for providing comprehensive support across office administration, procurement, warehouse/store management, travel, and logistical services. The role includes executing the procurement of goods and services for all projects and departments, managing vendor enlistment and evaluation, and maintaining effective vendor relationships.

The incumbent will work closely with the Administrative Unit, Finance Unit, and field offices based in Cox’s Bazar and Satkhira. S/he will maintain regular communication and coordination with project managers, project staff, vendors, suppliers, hotels, service providers, and relevant departments at the HFHB Head Office to ensure smooth and compliant operations.

Main responsibilities:

A. General Administration

• Maintain files and documents in a systematic and organized manner.
• Monitor and ensure overall hygiene, cleanliness, safety, and security of office premises.
• Coordinate with various departments to provide administrative and logistical support.
• Manage assets and inventory including acquisition, tagging, physical verification, reconciliation, and disposal in compliance with HFHB and donor policies.
• Oversee repair and maintenance of furniture, office equipment, sanitary and electrical fittings, and other assets as required.
• Ensure timely submission of timesheets for support teams; review attendance, set annual work plans, follow up on performance, and conduct mid-year and annual appraisals.
• Supervise and monitor support staff (drivers, office assistants); conduct team meetings, provide coaching and feedback for performance improvement.
• Review overtime, travel advances, and settlements for drivers and other support staff.
• Conduct training/orientation sessions for new joiners and PNGO staff on administration, procurement, asset management, and vehicle management.
• Carry out any additional tasks as assigned by the Line Manager/Management, ensuring adherence to organizational policies and maintaining HFHB’s reputation and compliance.

B. Procurement and assets management

• Procure goods, materials, and services for all HFHB projects in a timely manner, ensuring full compliance with HFHB Procurement Policy, donor regulations, and GoB rules.
• Prepare and maintain procurement documents (RFQ, CS, WO, Note for Record, service agreements, etc.) with complete and accurate information.
• Submit vendor bills to Finance promptly with all required supporting documents after delivery and acceptance of goods/services.
• Maintain an up-to-date tracker for each requisition—from request to payment—ensuring regular updates.
• Prepare and submit accurate procurement status and expenditure reports as required by management.
• Review and update the existing vendor list and associated documentation; initiate engagement of potential vendors to expand vendor categories.
• Liaise with vendors and orient them on HFHB procurement rules and relevant policies (Safety, Safeguarding, Child Protection, Child Labour, Gender Policy), ensuring strict adherence to HFHB principles, ethics, and core values.
• Maintain an up-to-date and accurate asset register for all HFHB offices and project locations.
• Tag all newly purchased assets and inventory items following HFHB’s asset tagging protocol.
• Conduct periodic (monthly/quarterly/annual) physical verification of assets and inventory, ensuring proper documentation and reconciliation with the asset register.
• Monitor the movement, assignment, and return of assets (Motorcycle, laptops, phones, furniture, equipment, etc.) and ensure proper documentation through asset handover forms.
• Oversee storage, handling, and safe custody of assets, supplies, and equipment in the store.
• Ensure proper receiving of materials with GRN (Goods Receiving Note), maintaining quality and quantity checks before updating the inventory records.
• Supervise issue and distribution of inventory/materials to staff, projects, or beneficiaries following proper authorization procedures.
• Prepare inventory and asset management reports for management review.
• Identify obsolete, damaged, or non-functional assets and initiate the disposal process in compliance with HFHB and donor policies.
• Ensure compliance with HFHB’s procurement, asset, and inventory management policies, donor regulations, and audit requirements.
• Coordinate with Finance during internal and external audits, ensuring availability of supporting documents related to assets and inventory.
• Train staff and partners on proper asset handling, inventory management, and documentation procedures.

C. Logistics

• Provide logistical support for meetings, seminars, and workshops, including venue booking.
• Arrange accommodation, visa processing, vehicle hire, and domestic/international travel (air tickets) for staff, ensuring competitive pricing and compliance with approval protocols.
• Update road tax, fitness certificates, route permits, insurance, and other legal documentation for HFHB vehicles.
• Maintain and regularly update the vehicle inventory and associated documentation.

D. Petty Cash Management

• Administer and process petty cash transactions in accordance with HFHB financial policies and procedures.
• Maintain the petty cash float and ensure timely reconciliation.
• Prepare and submit petty cash reimbursement claims on time.
• Perform any other related duties assigned by the Supervisor.

Active support, role modelling, and adherence to the Habitat for Humanity’s Values and Safeguarding Commitment.

Habitat for Humanity’s Values:

• Humility - We are part of something bigger than ourselves.
• Courage - We do what’s right, even when it is difficult or unpopular.
• Accountability - We take personal responsibility for Habitat’s mission.

Safeguarding Commitment: HFHB requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work. Managers at all levels have responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation, and abuse, safeguards the rights of beneficiaries and community members (especially children), and promotes the implementation of Habitat for Humanity’s code of conduct.

Requirements:

1. Education

• Bachelor/master’s in business administration or social science or in relevant discipline.

2. Experience

• 3 - 5 years of working experience in office and administration management with NGO/INGO including managing people and a proven ability to work with multi-cultural environments and partners..
• Depth knowledge of office management and general office administration.
• Knowledge of logistics requirements for managing events (Meetings, training, workshops, seminars etc.).
• Knowledge on procurement policy and procedures.
• Knowledge on Inventory Management (Fixed asset and stationary stock).

3. Competency  

• Proven ability to set priorities, meet deadlines and multi-tasking with minimal supervision.
• Ability to maintain confidentiality on work-related matters.
• Ability to work independently and as a member of the team. Willingness to travel to project area to ensure the implementation of the accounting practices and policies, purchasing practice, vendors, assets, petty cash spending, waste, possible fraud, and other identified operations.. 

Salary:

Negotiable based on competency of the selected candidate with all other regular benefits as per organizational policy.

Application procedures:

If you feel that your qualification and experience match with our requirements, and you share a commitment to Habitat’s values and vision, please download and forward completed HFHB’s Job Application Form along with the CV and cover letter to hr_bd@habitatbangladesh.org by 4:30 pm of 15^th November 2025.  Please note the application form is required to be completed in full and that incomplete applications will not be considered. Women and minority candidates are especially encouraged to apply.

* Our organization is committed to promote equal opportunities for women and men from different caste, ethnic and religious backgrounds and encourages candidates of diverse backgrounds to apply for all our positions.  Only short-listed candidates will be contacted for interview. Telephone enquiries or any form of persuasion will lead to disqualification.

Habitat for Humanity is opposed to any form of discrimination, exploitation, and abuse, including slavery, coerced conscription, prostitution, trafficking of persons for any purpose, vulnerable adult, or child abuse, and dangerous or exploitive child labor. In the design and implementation of programs and policies, we seek always to work without bias, to do no harm and to reduce (rather than contribute to) the consequences of discrimination, exploitation, and abuse.  Alongside, appointments of selected candidates would be conditional upon a successful background check and clearance of references, and the identity of the candidates will be verified.