Admin Officer, Shopner Sharothi Project

Position Summary

JAAGO Foundation Trust is seeking a proactive and detail-oriented Admin Officer for the Shopner Sharothi Project, based in Cox's Bazar. This position is primarily focused on providing administrative and logistical support to ensure the smooth implementation of project activities.

The Admin Officer will be responsible for overseeing procurement processes, maintaining proper documentation, managing office supplies, coordinating travel and logistics, and supporting day-to-day administrative functions in compliance with JAAGO Foundation Trust's policies and donor requirements.

The incumbent will work closely with the HQ Admin & Procurement Department, Finance Department, and project teams to ensure transparent procurement practices, effective stock management, and timely delivery of goods and services. This position requires strong interpersonal, organizational, and coordination skills, as well as the ability to represent JAAGO Foundation Trust professionally to vendors, partners, and other relevant stakeholders.

The Admin Officer will report directly to the Project Manager. Candidates must be citizens of Bangladesh and demonstrate a strong commitment to promoting gender-responsive and sustainable employment pathways for youth.

Job Responsibilities

Administrative and Logistical Support:

• Ensure smooth day-to-day administrative operations of the project office in Cox's Bazar.
• Manage travel, accommodation, and logistics arrangements for project staff, visitors, and events.
• Maintain and update administrative records, correspondence, and filing systems (both hard and soft copies).
• Oversee office maintenance, utilities, equipment servicing, and inventory management.

Procurement and Asset Management:

• Conduct procurement of goods and services following JAAGO Foundation Trust's and donor's policies and guidelines.
• Prepare purchase requisitions, collect quotations, and prepare comparative statements for approval.
• Maintain updated procurement and vendor records, ensuring proper documentation and transparency.
• Monitor inventory, manage stock levels, and ensure timely distribution of project materials.
• Ensure safe custody and proper tagging of project assets, including periodic asset verification.

Coordination and Communication:

• Liaise with the HQ Admin & Procurement Department, Finance Department, and project team for all procurement and logistical matters.
• Communicate effectively with vendors, service providers, and other relevant stakeholders to ensure timely service delivery.
• Support project events, workshops, and training sessions by handling venue bookings, supplies, and logistics.

Compliance and Reporting:

• Ensure all procurement and administrative processes comply with JAAGO Foundation Trust's internal controls and donor requirements.
• Maintain up-to-date records of procurement and administrative transactions for audit and reporting purposes.
• Prepare and submit periodic administrative and logistics reports to the Project Manager and HQ Admin Department.

Other Duties:

• Support the Project Manager and other team members as required to ensure efficient project operations.
• Perform any other related tasks assigned by the supervisor or management.

Cultural Sensitivity and Ethics:

• Maintain the highest standards of integrity, transparency, and accountability in administrative and procurement processes.
• Ensure confidentiality and ethical handling of all organizational and project-related information.
• Promote a safe, respectful, and harassment-free working environment for all staff, partners, and beneficiaries.
• Comply with JAAGO Foundation Trust's Code of Conduct, Safeguarding Policy, and Prevention of Sexual Exploitation and Abuse (PSEA) principles.

Safeguarding:

• Uphold and promote the organization's safeguarding policies to ensure the safety, dignity, and well-being of all children, young people, and vulnerable adults engaged in our activities.
• Immediately report any concerns, suspicions, or incidents of safeguarding breaches in line with the organization's reporting procedures.
• Maintain professional boundaries and conduct that fosters a safe and respectful environment for all beneficiaries, colleagues, and stakeholders.

Qualifications

Education:

• Bachelor's degree in Business Administration, Management, Finance, or a related discipline (Master's degree preferred).

Experience:

• Minimum of 3 years of relevant experience in administration, logistics, or procurement—preferably in the NGO/INGO or development sector.
• Sound understanding of procurement procedures, inventory management, and vendor coordination.
• Proven experience in managing logistics and administrative operations for field offices or project-based work.

Additional Requirements:

• Strong knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and basic data management tools.
• Excellent organizational and multitasking skills, with keen attention to detail and accuracy.
• Effective communication and interpersonal skills, with the ability to collaborate across departments and with external stakeholders.
• Demonstrated commitment to transparency, ethical conduct, and compliance with organizational and donor policies.
• Ability to work independently under pressure while maintaining high professional standards.
• Prior experience working in Cox's Bazar or similar field contexts will be considered an advantage.

JAAGO is an equal employment and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, gender, national or ethnic origin, age, marital status, disability, veteran status or any other status or characteristic protected under applicable law.

JAAGO is also committed to safeguarding the safety, dignity and well-being of children, young people and other vulnerable groups. All applicants must share this commitment, will be required to adhere to JAAGO’s Safeguarding Policy and Code of Conduct if appointed, and may be subject to pre-employment reference and background checks and mandatory safeguarding training.