Requirements

Additional Requirements

• Minimum 3 years of experience in Logistics.
• Experience in working for a Humanitarian organization and/or the Red Cross/Red Crescent Movement is preferable.
• Good communications and interpersonal skills
• Excellent written and verbal communication skills.
• Ability to work in a multi-cultural environment.
• High level of proficiency with computer applications including Word, Excel, Microsoft Office, Outlook.
• Knowledge of general administration and procurements
• Knowledge of operational manual, guideline and tools
• Able to influence, communicate, co-operate and negotiate with a wide range of people and organizations
• Languages: Fluency in English and Bangla. Good command in Local language is preferable.

Responsibilities & Context

• Duration of the contract: The initial contract will be given until March 2025 with three-month- probation period, extension depends on satisfactory performance.
• Reporting to : Finance and Administration Manager (Japanese Red Cross Society)

Overview

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest volunteer-based humanitarian network. The IFRC is a membership organization established by and comprised of its 191-member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the IFRC is part of the International Red Cross and Red Crescent Movement. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

Job Purpose

The Admin and Logistics Officer as IFRC/JRCS staff is responsible for supporting the administrative activities related with the BDRCS health/medical team, community volunteers who are assigned to the Japanese Red Cross Society (JRCS) funded supported projects. This position is also responsible for supporting overall logistical arrangements and execute the field requests in collaboration with Bangladesh Red Crescent Society in PMO, Logistic team.

Duties and Responsibilities:

Administrative:

• Arrange the JRCS office stationery on regular basis
• Recharge the JRCS mobile talk-time/data on regular basis
• Manage the JRCS vehicle and driver
• Support the health/medical team/Field Manager to prepare staff and volunteers’ schedule as ‘Duty Roster sheet’, attendance and other related documents for volunteer and maintain accurate and timely records
• Maintain full procurement/liability documentation, contracts, warranties, etc. in a timely manner
• Visit the JRCS-supported Health Post regularly to ensure its appropriate management and maintenance, including fuel, generator, electricity and other premises maintenance activities.
• Update the Admin and logistic file both Physical and cloud based on regular basis.
• Ensure all invoices are verified and submitted to Finance in a timely manner so that payments can be made efficiently.
• Organize storage, security, and transportation of project materials to distribution sites with the necessary supporting documentation.
• Manage inventory of all non-expendable assets such as IT equipment, generators both office and Health Post.
• Track supplies, ensuring basic stocks of office and cleaning supplies are always available.
• Ensure proper filing of necessary documents.

Logistics Tasks

• Understand the BDRCS / IFRC logistics and fleet procedures, policy and guidelines.
• Support to BDRCS/IFRC logistics team to collect quotation’s, prepare purchase order, bill of quantity, competitive statements, etc.
• Procure goods and services on behalf of the JRCS following the BDRCS standard practices and keeping documentation to full audit trail standards and provide advice/ negotiate contracts required by the JRCS delegation for goods and services.
• Collaborating with BDRCS, assist pharmacists and field operations in managing any storage facilities or warehouses housing BDRCS inventory. Ensure adherence to BDRCS standards and deliver timely stock reports to minimize losses.
• Process the Invoice/Bill and Support the Team for the completion of Work Order.
• Ensure effective working relationships with BDRCS Logistic team.
• Responsible for stock management and inventories of the office equipment and the warehouse which JRCS uses including updating inventory list.
• Support the Medlog activity including the medicine procurement under the instruction of the BDRCS pharmacist
• Manage the JRCS vehicle and a driver. Conduct orientation and relevant briefing on the IFRC movement guidelines, including vehicle use policy and fleet-standard operating procedures in coordination with IFRC /BDRCS Fleet and Security Unit.
• Coordinate with the BDRCS fleet and monitor the field vehicles rotations
• Regularly check with the drivers that the vehicles conditions are met with standard safety requirements
• Manage transportation requests, tracking and reporting of transport utilities for relief stocks
• Manage and update driver’s personnel file (Driver CV, Driving licence, date of joining, National ID card, etc.) in a timely manner
• Responsible for checking the monthly fuel log sheet submitted by the IFRC fleet officer and other documents including vehicle daily log sheet, mileage calculation and assigning vehicle, and maintaining the protocol as and when needed.

General:

• Arrange travel of staffs including Air Ticket/ Car and Accommodation as per request/whenever needed (in absence of F&A manager)
• Provide any other relevant support as needed.