Admin & Procurement Officer

Job Posting Organization:
FHI 360 is a nonprofit human development organization dedicated to improving lives through integrated, locally driven solutions. Established in 1975, FHI 360 has over 45 years of experience in Bangladesh, working to transform 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 US states and territories, delivering integrated programs across critical sectors in partnership with governments, civil society, academia, and the private sector.

Job Overview:
The Admin and Procurement Officer is crucial for the smooth and compliant implementation of the EpiC project, providing a wide range of administrative and procurement services. This role involves ensuring timely and efficient procurement of goods and services, managing office operations, maintaining proper documentation, and supporting logistics and asset management. The officer must possess strong organizational and communication skills, a clear understanding of procurement principles, and the ability to work effectively in a fast-paced environment. Responsibilities include preparing and reviewing procurement documents, coordinating with vendors, tracking procurements, and maintaining records. The officer will also oversee office supplies, manage inventory, coordinate travel and event logistics, and ensure operational needs are met efficiently, contributing to transparency, accountability, and compliance across all operational areas.

Duties and Responsibilities:

• Support procurement processes including preparing RFQs, collecting vendor quotations, conducting bid analysis, and maintaining procurement documentation.
• Ensure compliance with FHI 360 and USAID procurement 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.
• 5-6 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 clearly and positively 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:
A minimum graduation degree in business administration or an equivalent international qualification is required for this position. This educational background is essential to ensure that the candidate possesses the necessary knowledge and skills to effectively manage procurement processes and administrative tasks.

Experience:
The position requires 5-6 years of relevant experience in procurement and administrative support. This level of experience is crucial for the candidate to demonstrate a proven track record of managing procurement processes, vendor relationships, and administrative functions effectively.

Languages:
Fluency in English and Bengali is mandatory for this position. Proficiency in these languages is essential for effective communication with clients, staff, and vendors. Additional language skills may be considered an asset but are not required.

Additional Notes:
This position is open to Bangladeshi nationals or individuals who have the legal authority to work in Bangladesh. The job is subject to funding from the Department of State (DOS) and is not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job. FHI 360 is an equal opportunity and affirmative action employer, committed to providing equal employment opportunities 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.