Admin and Procurement Officer

Job Posting Organization:
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Established in 1975, FHI 360 has over 45 years of experience in Bangladesh, focusing on transforming the country’s health and development landscape. The organization employs experts across various fields including health, education, nutrition, environment, economic development, youth, research, technology, communication, and social marketing. FHI 360 operates in more than 50 countries and all U.S. states and territories, delivering integrated programs across critical sectors in partnership with the Government of Bangladesh, civil society, academia, and the private sector. Their initiatives include essential health services such as HIV and nutrition, tuberculosis, global health security" style="border-bottom: 1px dotted #007bff !important;">security, and economic participation, aiming for sustainable impact through community capacity strengthening and institutional framework reinforcement.

Job Overview:
The Admin and Procurement Officer is crucial for the effective implementation of the EpiC project, which is funded by the US Government and aims to achieve HIV epidemic control among at-risk populations. This role encompasses a wide range of administrative and procurement services, ensuring timely and efficient procurement of goods and services, managing office operations, maintaining proper documentation, and supporting logistics and asset management. The officer will work closely with project staff, finance, technical teams, and external vendors to ensure compliance with FHI 360’s policies and donor regulations. Responsibilities include preparing and reviewing procurement documents, coordinating with vendors, tracking procurements, and maintaining records. The position also involves overseeing office supplies, managing inventory, coordinating travel and event logistics, and ensuring operational needs are met efficiently, all while maintaining transparency and accountability across operational areas.

Duties and Responsibilities:

• Support procurement processes including preparing RFQs, collecting vendor quotations, conducting bid analysis, and maintaining procurement documentation.
• Ensure compliance of procurement actions with FHI 360 and USAID policies and donor regulations.
• Maintain and update the procurement tracker and regularly share status with the supervisor.
• Assist in vendor selection, supplier evaluations, and managing vendor relationships.
• Maintain a list of preferred suppliers and monitor supplier performance.
• Manage office supplies inventory and initiate purchase requests for replenishment.
• Provide logistical support for meetings, workshops, trainings, and travel arrangements.
• Ensure maintenance and smooth functioning of office facilities and equipment.
• Assist in maintaining updated administrative records and filing systems. 1
• Maintain an updated inventory of office equipment, furniture, and other assets. 1
• Support fixed asset tagging, physical verification, and report preparation as per organizational policy. 1
• Facilitate timely maintenance and repair of assets and office infrastructure. 1
• Ensure procurement and administrative records are complete, properly filed, and readily available for audit or review. 1
• Support internal and external audits by providing documentation and necessary clarifications. 1
• Coordinate with finance and program teams on procurement and logistic matters. 1
• Support travel arrangements including bookings, travel advances, and reimbursements. 1
• Perform any other duties assigned by the Operations and Admin Manager or project leadership.

Required Qualifications:

• Minimum graduation degree in business administration or international equivalent.
• 4-5 years of procurement and administrative support experience.
• Proven proactive skills in identifying negotiation, cost savings, cost avoidance, and efficiency opportunities.
• Articulate, professional, and able to communicate in a clear, positive manner with clients and staff.
• Proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint, and Bangla writing.
• Good documentation skills and effective skills in summarizing conclusions on financial issues.
• Ability to manage tight deadlines and deliver high volumes of work with minimal supervision.
• Ability to work collaboratively, productively, and sensitively within a multidiscipline, multicultural, and multigender environment.
• Fluency in English and Bengali is required.

Educational Background:
The position requires a minimum graduation degree in business administration or an equivalent international qualification. This educational background is essential to ensure that the candidate possesses the necessary knowledge and skills to effectively manage procurement and administrative tasks within the organization.

Experience:
Candidates should have 4-5 years of relevant experience in procurement and administrative support. This level of experience is crucial for understanding the complexities of procurement processes, compliance with regulations, and the ability to manage various administrative functions efficiently. The ideal candidate will have a proven track record of proactive engagement in identifying opportunities for negotiation and cost savings, as well as the ability to handle high volumes of work under tight deadlines.

Languages:
Fluency in English and Bengali is mandatory for this position. The ability to communicate effectively in both languages is essential for interacting with clients, staff, and vendors. Proficiency in additional languages may be considered an asset but is not required.

Additional Notes:
This position is open to Bangladeshi nationals or individuals who have the legal authority to work in Bangladesh. The role is full-time and contingent upon funding from the Department of State. FHI 360 is committed to equal employment opportunity and affirmative action, ensuring that all applicants are considered without discrimination based on race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability, or veteran status. The organization also emphasizes safeguarding against abuse, exploitation, and harassment in its work environments and programs.