Admin and Logistic Officer

Brief description of JAAGO Foundation Trust

JAAGO Foundation Trust is dedicated to combating illiteracy and malnutrition among underprivileged children in Bangladesh, focusing on creating a society free from exploitation and discrimination, aiming to improve social conditions through education and youth empowerment.

JAAGO Foundation Trust collaborates with various local and international organizations to enhance its impact. It adheres to values of mutual respect, justice, transparency, and accountability, ensuring that all activities align with its mission to improve the lives of disadvantaged communities.

Committed to the highest standards of ethical conduct, JAAGO Foundation Trust has robust policies to address issues like fraud, corruption, and sexual exploitation. Through its diverse programs and initiatives, JAAGO Foundation Trust continues to make significant strides in empowering underprivileged children and fostering sustainable development in Bangladesh.

Position Summary

A proactive and organized professional with experience in administrative and logistical support. The
Admin and Logistic Officer for the Maitree Project will oversee daily administrative tasks, coordinate
logistics for project activities, and ensure efficient office operations. This role requires strong
organizational skills, attention to detail, and the ability to manage multiple responsibilities in a dynamic
project environment.

Job Responsibilities

A. Administrative Support:

• Manage office administration, including maintaining office supplies, equipment, and facilities.
• Handle general office communications, such as phone calls, emails, and visitor inquiries.
• Maintain and organize project documents, records, and files in an orderly manner.
• Coordinate with the HR Officer on recruitment documentation, staff attendance, and leave records.

B. Logistics Coordination:

• Oversee logistics for project activities, including organizing transportation, accommodations, and travel arrangements for project staff and visitors.
• Manage the inventory and distribution of project materials and equipment.
• Ensure timely delivery of resources and supplies to field sites in the Sunamganj district.
• Coordinate the arrangement and setup of venues for training sessions, community meetings, and workshops.

C. Procurement Management:

• Support the procurement process by identifying local suppliers, collecting quotations, and assisting in purchase order management.
• Ensure that all procurement activities adhere to JAAGO’s and donor guidelines.
• Maintain records of all purchases, ensuring timely and accurate documentation for reporting purposes.

D. Event and Activity Support:

• Assist in the planning and execution of project events, workshops, and community outreach activities.
• Ensure all necessary materials and logistical arrangements are in place for project activities, including equipment setup and catering arrangements when required.
• Coordinate with the project team to ensure smooth execution of events and adherence to schedules.

E. Fleet and Transportation Management:

• Manage project vehicles and maintain a record of vehicle usage, fuel consumption, and maintenance schedules.
• Coordinate transportation schedules for project staff and stakeholders attending field activities.
• Ensure compliance with safety and operational standards for all project-related transportation.

F. Reporting and Compliance:

• Prepare and submit regular reports on administrative and logistical activities, including inventory updates, procurement status, and logistics expenses.
• Ensure compliance with organizational and donor policies in all admin and logistics processes.
• Collaborate with the Finance Officer to reconcile logistical and procurement expenses for monthly reporting.

G. Risk Management and Compliance:

• Monitor and address any logistical challenges that may affect project activities.
• Implement risk management measures to ensure the safety and efficiency of logistics operations.
• Ensure compliance with local regulations, as well as JAAGO’s safety and security protocols.

Education

• Bachelor’s degree in Business Administration, Logistics, or a related field.

Experience:

• 3-5 years of experience in administrative and logistics roles, preferably within the development sector.
• Strong organizational and multitasking skills, with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with logistics management software.
• Excellent communication skills in both English and Bengali.
• Experience working in remote or rural areas, with an understanding of local logistical challenges.

Skills and other competencies:

• Organizational Skills: Ability to manage multiple tasks efficiently, ensuring timely and effective support for project activities.
• Attention to Detail: High standard of accuracy in document management, inventory tracking, and logistics planning.
• Problem Solving: Proactive in identifying and resolving logistical challenges to support smooth project operations.
• Interpersonal Skills: Strong communication and relationship-building skills for effective collaboration with team members, suppliers, and stakeholders.
• Adaptability: Flexibility to adjust to changing project needs and priorities in a dynamic environment.