Opening the Base

Supply Chain ManagementManaging the SI Purchase Procedures and those of the Sponsors financing the Programs.Ensuring the Implementation of Procurement Rules and procedures.Ensuring the implementation of Framework contracts on all identify markets.Premises/Travel ManagementEnsuring that coordination’s premises and travel management and also monitoring base level premises and TravelStock and Equipment managementEnsuring the respect of SI (and donor if required) stock managementEnsuring that the stock follow-up report is updated at each action and all stock reports and stock documentation are well used in each base.Vehicle fleet management Scale the vehicle fleet according to activities, ensuring homogeneity within the fleet and consolidate and analyze. Implementing a supply strategy for fuel, spare parts, and consumables at the coordination level Technical SupportFollow up the Mission’s durable equipment - distribution, follow-up and maintenance, and installation of the Office Networking System and Central data backup system, and ensure that training is done to all the mission staff about the technical issues.Ensure IT department supervises and manages all the media of the modern Com. system.HR Management Assisting LC in scaling the mission’s logistics department according to the needs and challengesAssisting LC in ensuring good working and living conditions.Strong capacity building management in order to improve the skills of the team on a remote management set-up implying delegation and staff self-reliance.Security managementSupporting LC when requested to ensure the respect of the logistics security guidelines adopted on the mission, the proper application of the relevant tools and processes from all members of the mission staff.Reporting/CompilationConsolidating monthly logistics reports and pack logs FinanceTaking a part in updating the LFU (Logistic Follow Up) for the logistics budget with the LC.

General duties Ensure procurement and logistics support by Understanding and adheres to the seven Fundamental Principal of the International Red Cross and Red Crescent Movement and Understands and adhere to the ICRC Code of Conduct Understands the roles of the components of the ICRC and Red Crescent Movement and Respects and observes staff regulations and security rules at all times Ensure Procurement and Logistics by representing the ICRC in a professional manner at all times and Develops and maintains a pleasant and conducive working environment with colleagues and line managerAccountability and Responsibility Functional Responsibility • Conducts research into the availability of goods and services and Independently carries out ordinary procurement for ICRC Bangladesh and drafts requests for tenders/quotes, selection tables, and contracts and submits them to their hierarchical superiors and following up on purchases and deliveries and checks that they are confirmed with specifications and contract details • Receives goods and checks that they correspond to qualities and quantity ordered and managers, follows up on files and scans invoices and related documents • Participates in updating statistics and reporting, Scope of Impact and Geographical remit mainly local occupationally regional Additional duties • Follows up on all work-related messages and correspondence with relevant contracts and departments• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contracts relevant to the position • Collect and shares information so as to improve the ICRC’s understanding of the environment and humanitarian trends and responses • Represents the ICRC in an appropriate way during activities, in meetings, and in the field and avoids any activity that may reflect negatively on the ICRC’s image • Takes responsibility for their own professional learning and development

Ensure efficient and effective Value for Money procurement services, Procurement Database, and analysis. Prepare Reports in different dimensions, follow up of Work Order (WO), Contract, Agreement, bills checking and settling, Guide, educate, develop and support Procurement OfficersReview Procurement Plan from a different program and preparing Procurement Calendar, ensuring the practice of Islamic Relief Bangladesh (IRB) Procurement Policy in Country Office and Field OfficeEnsure full compliance in line with Islamic Relief Bangladesh (IRB), Islamic Relief Worldwide (IRW), Government of Bangladesh (GOB), Non-Government Organization Bureau (NGOB), Donor, and Internal and External Audit.Update all new policies and Procurement Committee reformation and implementation.Reviewing contracts for legal compliance and update accordingly, developing Procurement Data Base, developing a procurement tracking system to ensure timely procurementUpdate Vendor/ supplier list, Screening Vendors (KYC), create awareness for complianceReceive procurement requests and segregates the type of action necessary and probable sources from which the commodity or service is available, prepare RFQ (Request for quotations), CS (Comparative Statement), and recommendation to procurement committee for the best offer for preparing work order/ Purchase order, contract, service agreement and obtain approval. Negotiating contracts, modifications, and terminations. Makes recommendations to Procurement Manager regarding contractors' capabilities, cost, and other factors affecting the terms and condition of the contract follow up the contracts, SLA (Service Level Agreement) for vendor performanceEvaluating the performance of the suppliers/ contractors/Vendors.Coordinating financial team for checking budget, funding availability, supplier’s/ vendors payment status, supplier /vendors part payment on the basis of work in progress, any change of contract clause.

Prepare quarterly procurement plan for program materials and stationery for office use and construction work (e.g. construction of school latrine, urinal, running water, ring-well construction, school repair, and maintenance, etc.) Collect Procurement request approval from the concerned financial authority, after approval collects quotation from the enlisted vendor and call tender (in required). Prepare price comparative statement, arraigning procurement committee meetings,s and issue work orders. Process bills for payment and keeping all procurement related document for facing an audit and use them when requiredProvide administrative and logistics support in organizing program meetings, workshops, seminars/training and/or interviews as necessary.Assist/arrange procurement directly or through Dhaka office as per SC policies assist to collect call quotation, summarize the quotations and assist Procurement Committee for decision.Maintain stationary stack registers up-to-date. Ensure that all store items are supplied as per SC policies.Ensure vehicle management & maintenance to smooth operation of vehicle pool including arranging rental vehicle as well as preparing the rental contracts, developing driver’s capacity, and ensuring drivers’ safety & security.Maintain inventory of Assets (FF&E- Furniture Fixtures and Equipment) recorded according to Assets classification of SC policies of Impact Area. Maintain staff leave recorded properly and convey annual leave information at the end of the Finance Section through by December 31st.Ensure office security through follow-up with Security Guards and take other safety security steps as needed. Ensure cleanliness of SC premises.Ensure office equipment are in good condition (e.g. photocopy machine, IPS, generator, Motorcycle, etc.) Weekly check and follow-up that all types of equipment if any problem arises then communicated with concern department in time and get the necessary repairing/servicing done.

Assist procurement of program materials and office stationery items and keep records up to date.Work with Program Support Manager (PSM)/ Administrative Officer (AO) in preparing the monthly Field Office ReportPrepare the Field Office Adjusting Journal Entries and relevant documentation before presentation to the PSM/AO for audit and maintain all Filed Office subsidiary and miscellaneous ledgersReview and verify individual invoices and bills submitted to the Field Office for arithmetical, accounting, administrative and procedural accuracy. Also, maintain purchase registerMaintain and review Daily Attendance Register and prepare the monthly Sub-Office Payroll informationReport and Summary of Overtime Payment and as necessary complete the quitclaim formAudit Field-Office Travel Expenses Reports, miscellaneous advances, and their adjustment to ensure accuracy before presenting for approvalPrepare the quarterly Furniture Fixture & Equipment report to be submitted to CBHQ (Care BangladeshHead Quarter) –Workshop and the yearly fiscal inventoryMonitor the use and condition of program support office equipment and if necessary recommend servicing.Ensured financial and administrative support for two (Tetulia and Boda) Mozilla team offices.Assist procurement of program materials and office stationery items and keep records up to date.Ensured vehicle support for visitors and staff.