Procurement & Admin Officer

Summary of the Program

RDRS Emergency Response Program (RERP) has been implementing an emergency response program in Rohingya camps and nearby host communities in Cox’s Bazar district since 2019. The RERP contributes to international and national efforts to meet the humanitarian and protection needs and increase self-reliance and resilience of the Forcibly Displaced Myanmar Nationals (FDMNs) and host communities through income-generating activities (IGAs), life skills with livelihoods and leadership development training, tree planting, etc. RERP also works on capacity building of youth and creates market linkage to improve their living standard. This program also aims at cultivating social cohesion, ensuring social inclusion, promoting reforestation, and providing humanitarian support (i.e., foods and non-food items, WaSH, health, protection, education, etc.) to the FDMNs as well as the nearby host communities.

 Summary of the Project

RDRS Bangladesh is set to implement the project, “Strengthening English Language Skills through Akelius Language Tool for Rohingya and Host Communities in Cox’s Bazar (SELA-RHC)”, targeting Rohingya and host community adolescents and youth in Cox’s Bazar. The project aims to strengthen English language proficiency through improved access to quality English as a Second Language (ESL) education within the framework of Education in Emergencies (EiE).

The project has three key objectives: (a) to improve English language skills—including reading, writing, speaking, and listening—among targeted learners in both Rohingya camps and host communities; (b) to build the capacity of educators and community facilitators to effectively deliver ESL content using the Akelius Language Tool and learner-centered teaching approaches; and (c) to increase community awareness and support for ESL education as an essential life skill and a pathway to resilience and future opportunities.

Through enhanced learning opportunities, strengthened teaching capacity, and increased community engagement, the project seeks to empower Rohingya and host community adolescents and youth with practical English language competencies that contribute to their personal development, educational advancement, and long-term resilience.

Dutis & Responsibilitits:

Administrative Management:

• Sourcing, negotiating, and procuring goods while managing vendor contracts of RERP.

• Maintain movement register, vehicle logbooks, vehicle fuel records, and driver overtime records.

• Manage office rent agreements, including new agreements and renewals.

• Supervise support staff, including drivers, office assistants, messengers, and cleaners.

• Ensure proper maintenance of office facilities, including electricity, air conditioning, photocopy machines, and office cleanliness.

• Oversee utility bill collection, verification, discrepancy resolution, and timely payment.

Transport & Logistics:

• Arrange transportation and logistics for project staff, senior management, and the donor.

• Coordinate visa processing, airline ticket booking, and accommodation arrangements.

• Ensure regular updates of vehicle registration, fitness, tax, and insurance documentation.

• Arrange vehicle rental services as required for programs and organizational needs.

Event & Program Support:

• Organize logistics for seminars, workshops, training sessions, press conferences, and meetings across Bangladesh.

• Arrange accommodation and transportation for national and international interns.

• Ensure availability of training materials, equipment, and stationery at event venues.

Procurement Management:

• Manage procurement of office stationery and low-value items in accordance with organizational thresholds.

• Assist in preparing Requests for Quotations (RFQ) and comparative statements (CS).

• Draft Purchase Orders (PO) and agreements for goods and services.

• Ensure compliance with the organization’s procurement policies and procedures.

• Liaise with vendors and suppliers for timely delivery and quality assurance.

• Maintain confidentiality of procurement-related information and vendor quotations.

Asset & Inventory Management:

• Overseeing office supplies, tracking stock levels, and managing facility assets to prevent shortages or wastage.

• Prepare and maintain asset inventory reports.

• Monitor, record, and dispose of damaged or obsolete items following organizational procedures.

• Maintain records of all office supplies and ensure proper distribution.

Financial & Documentation Support:

• Calculate applicable VAT/TAX, prepare a summary of payment invoices, and deduct VAT & Tax deposit as per government rules and regulations & follow up with Finance and vendors for VAT and Tax challans.

• Verify bills, vouchers, and supporting documents before submitting payment requests to the Finance department.

• Maintain organized records of procurement and administrative expenses for audit purposes.

Communication & Coordination:

• Coordinate with printing vendors for publications such as reports, leaflets, posters, diaries, and office materials.

• Monitor quality control and ensure timely delivery of printed materials.

• Manage courier services, delivery tracking, and office dining arrangements.

Compliance & Reporting:

• Ensuring all purchasing and administrative activities strictly adhere to company policies and budgetary limits.

• Fulfills any other professional duties assigned or delegated by the Team Leader/Management.

• At least 5 years
• The applicants should have experience in the following business area(s): NGO, Development Agency

• MBS/M. Com/MBA in Accounting, Management or Finance, Supply Chain Management, or related field.

• Age At most 40 years

• Highly developed relationship building & influencing        

• Ability to analyze strategic trends and develop appropriate plans and responses to manage crises or risks        

• Sound knowledge on development-related issues

• Ability of donor liaison & budget budget control

• Ability to build good working relations with existing and potential development partners/donors

• Demonstrated leadership and program development abilities and strategic thinking

• Knowledge in rights-based community development, Education, income generation/livelihood, Market Linkage, WASH, Protection, DRR/tree plantation, and other related areas, or willingness to learn      

• Ability to work under stressful situations and meet deadlines.

• Experience in community mobilization, linkage and liaison

• Festival Bonus: 2

• Boishakhi Allowance

• Other benefit will be given as per organizational policy & availability of project budget.

Qualified women are strongly encouraged to apply. Only short listed candidates will be invited for interview. RDRS believes that all people have a right to live their lives free from sexual violence and any abuse of power, regardless of age, gender, sexuality, sexual orientation, disability, religion, ethnic origin or other status. RDRS will make every effort to create and maintain a safe environment, free from Sexual Exploitation Abuse and Harassment (SEAH), and shall take appropriate measures for this purpose in the communities where it operates.