• Operations
• Direct Supervisor: Compliance and Operations Manager

• Regular Full-time positions (4) based in Dhaka, Chattogram, Sylhet, and Mymensingh.

Summary:
Assists Compliance and Operations Manager and coordinates events (trainings, workshops, seminars, meetings) logistics functions including procurement, administrative and accounting to ensure efficient and effective operations of the Training, Workshops and Events Logistics Management. Coordinates all aspects of logistics of events for Shukhi Jibon project, including, but not limited to facilities management, vendor coordination, travel coordination, and documentation related to any events. Assist all the program and finance stakeholders in all aspects to ensure a successful organization and reporting of events which brings a positive impact in the project cycle. This position will require significant coordination and matrix management approach with Procurement, Administrative and Accounts Teams.

The position is assigned to Shukhi Jibon project in Bangladesh. AUAFP is a five year multi-million dollars project funded by USAID. The project aims to strengthen and expand access to quality family planning services through a collaborative health system capacity building partnership with the government of Bangladesh, specifically through a flexible implementation model led in partnership with the Ministry of Health and Family Welfare, including the National Institute of Population Research and Training, the Directorate General of Family Planning, and the Directorate General of Health Services.

Key Job Outcomes:

• Budget Preparation: Assist in developing the budget for divisional events. Maintain required trackers.
• Facilities Management: Serves as liaison between facility owner/party and employees on facilities issues; communicates with the relevant persons on all facilities-related issues and ensures timely response. Assist in any facility management to ensure the events are well organized.
• Travel Arrangements: Coordinate all travel related to any training or logistics transfer and ensure compliance processing of travel requests of the individuals related to training. Provides guidance to employees on travel-related issues.
• Logistics: Plans, Procures, supports all logistics for evaluation activities, training, capacity assessments, learning events, schedules and calendars and other project activities at the divisional level. Ensures smooth operations of all activities by coordinating with drivers, translators, interpreters, venues, caterers, suppliers, activity-specific logisticians.
• Financial: Coordinate with divisional and central Accounts Officers to ensure effective documentation and reporting. Calculate and document cost share contribution from various sources following USAID policies and maintain audit-proof documentations
• Coordination: Coordinate with the Divisional Office colleagues to assist them in ensuring all the logistics related to any event that takes place in the office. Coordination with Administrative, Accounts and Procurement Department will be required. Positions in Divisional Offices closely work with Accounts Officer and may carry out responsibilities when the AO is absent. The internal control and segregation of duties policies are implemented with major involving these two positions.
• Written Communications: Communicate effectively with vendors, stakeholders, participants and others to organize events.
• Record Keeping: Completes various forms, including purchase requisitions, shipping requests, requests for absence, travel expense reports, requests for payment, advance requests, travel requests, consultancy agreements and work orders. Maintain training, workshop records and share with supervisor as required.
• Mail Distribution: Opens and distributes mail; forwards correspondence to appropriate staff for action.
• Project Management and Participation: Participates on cross-functional project teams.
• Divisional Vehicle Management: Lead the process of coordinating vehicles ensuring effective use of all vehicles by the divisional staffs.

Minimally Required Job-Specific Competencies:

• Logistics Practices: Knowledge of logistics requirement for events, financial management, and procurements.
• Financial Management: Must have knowledge and experience of financial accounting and reconciliation of funds/advances. Prepare budget for events. Must be familiar with USAID cost principals.
• Mail Distribution Procedures: Ability to distribute mail according to accepted practices and procedures.
• Record Keeping: Ability to complete forms and reports and file them according to accepted policy and procedures.
• Event Coordination: Ability to coordinate events.
• Writing and Editing: Ability to create and edit correspondence, reports and other forms of documentation.
• Vehicle Coordination: Ability to coordinate vehicle requests at the divisional level.

Minimally Required Organizational Competencies:

• PC Applications: Knowledge of MS Office products, expertise in MS Excel is a must.
• Languages: Advanced writing and speaking skills using local language and English language
• Communication: Advanced oral and written communication skills. Foundational knowledge of report writing.
• Sexual and Reproductive Health and Rights: Foundational knowledge of family planning and reproductive health principles, practices and services, including program strategies and indicators.
• Passion for Sexual and Reproductive Health: Commitment to family planning, reproductive health services, gender, maternal, child health services, and eradication of harmful traditional practices.
• Influencing and Customer Service Skills: Advanced influencing and diplomacy skills. Advanced customer service skills.
• Organization, Planning and Multi-tasking: Advanced organizational and planning skills, event planning and management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision.
• Self-Management and Teamwork: Ability to work independently or as a member of the team, ability to be detailed-oriented, and ability to manage stress effectively in a fast-paced environment.
• Matrix Management: Ability to thrive in a matrixed organization.
  • Confidentiality: Ability to maintain confidentiality on work related matters.

Minimally Required Education, Training and Experience:

• Bachelor’s degree in management or commerce or a related field, or a combination of education and experience that yields the required competencies
• Three (3) years’ logistics, procurement and administrative experience. Experience can be reduced for the right candidates.
• Prefer: Work experience in negotiating vendor contracts, Procurements

Other Information:

• Extensive Travel required; must be willing to travel in public transportation
• Uses cellular and desk phone; laptop or desktop computer