Tasks

Logistics and procurement Support

• Provides assistance to the mission including but not limited to organising logistics/hotel/vehicle/air/ transport as per demand from the team members.
• Supervise drivers, ensure cleanliness of vehicles and regular maintenance of the vehicles as per contracts with car rental companies. This includes ensuring First Aid kits in the vehicles.
• Prepare and complete work orders, goods receiving notes, delivery chalans/waybills, and other documentations, ensure proper filing as per organizational procedure as well as per the country regulation.
• Supervise daily workers to load, offload, pak7repack, and labelling and packaging as required for keeping goods safe.
• Perform inventory controls as per agreed schedule, and maintain hight quality and standards for audits and necessary checks.
• Collect invoices from vendors and send required documentations to appropriate department for timely payments.
• Ensure that the service providers follow quality services as per agreed standards according to contracts, and comply with procedures, rules and regulations.
• Obtain quotations and tenders from vendors based on purchase requests as well as according to organizational policy/procedures. This includes but not limited to coordinate with requestors, fill out vendor selection forms and lead the process with procurement committee to choose the best procurement options considering value for money.
• Prepare Purchase orders and follow up with vendors. Prepare payment requests for supervisor approval.
• Prepare and regularly maintain assets list and take appropriate measures to ensure maintenance of assets and properties in a timely manner.
• Ensure that the procurement and supply chain in functional as per organizational policies and procedures.
• Prepare and update contracts and agreements of engagements with third parties.
• Ensure visas, work permits and other necessary approvals for Expats are being obtained from relevant authorities on time.
• Prepare, update and maintain appropriate filing system for logistics and procurements documents as per organizational and country policy/law.
• Develop and update price index and vendor database. This includes sharing of the information with PMs as required.
• Ensure standard fleet management and monitor the administrative documents for all vehicles.
• Develop and strengthen network with procurement and logistic units of other organizations to ensure lessons learned and promote best practices.
• Undertake other responsibilities as per organizational needs and requests from line manager.

General

• Deliver high quality results in line with the terms of reference agreed in advance – to do this in a way which maintains the reputation of the organization.
• Comply with HEKS/EPER policies and practice with respect to code of conduct, health and safety, equal opportunities,  and other relevant policies and procedures.
• Proactively support HEKS commitments to gender equality, safeguarding, child protection and disability sensitivity: i) Implement all work-related activities with a gender, disability and child protection lens, considering the different needs, concerns and ideas of our staff and beneficiaries ii)Ensure the incorporation of gender equity principles in all policies and activities iii) Encourage the participation of all genders in meeting and on committees iv)Help build an inclusive office environment where people do not feel disadvantaged or judged according to their gender or limited due to manageable disability.

• University degree with 4 years’ experience with international organization in the humanitarian field especially in refugee context.
• Working experience in a similar role is must

Professional requirements

• Demonstrated knowledge on logistics and procurement systems
• Excellent computer skills

Language

• Excellent communication skills (written, and verbal) in English and Bangla

Personal requirements

• Willingness to accept frequent travels
• Flexibility and Stress-management
• Respect for HEKS/EPER mission and values
• Capable to work independently
• Ability to work strategically with multiple stakeholders and diverse team