Assistant Admin and Logistics Officer, Humanitarian Crisis Response

The selected candidate will be stationed in Bhasan Char.

Key Responsibilities – Inventory Management

• Maintain accurate records of all goods, equipment, and materials received and issued from the warehouse.

• Regularly update stock registers, inventory cards, ledgers, and digital inventory systems.

• Conduct periodic physical stock counts and reconciliations to ensure system records match actual inventory.

• Monitor stock levels and initiate replenishment when necessary to prevent shortages or excessive inventory.

• Coordinate with vendors to ensure the timely delivery of required materials and supplies.

• Verify incoming goods against approved quality and quantity specifications.

• Ensure all outgoing items are properly documented through waybills, delivery notes, and relevant records.

• Organise, label, and store materials appropriately while maintaining the FIFO (First-In, First-Out) system.

• Supervise loading and unloading activities while ensuring proper handling and workplace safety.

• Maintain a clean, organised, and safe warehouse in accordance with approved storage standards.

• Apply appropriate storage procedures to protect rice fortification materials from contamination, damage, or spoilage.

• Maintain an organised filing system for inventory records, receipts, dispatch documents, and related reports.

• Ensure proper labelling and categorisation of all materials for efficient identification and tracking.

• Verify that warehouse materials and equipment comply with Islamic Relief Bangladesh quality standards.

• Report damaged, expired, missing, or inconsistent stock to the supervisor and take appropriate follow-up actions.

• Ensure compliance with warehouse hygiene, safety, environmental, and operational guidelines.

• Prepare and submit weekly and monthly inventory reports to the relevant management.

• Develop stock consumption reports and identify trends, potential shortages, or excess inventory.

• Keep all inventory movement records updated in digital systems for efficient tracking and retrieval.

Logistics & Procurement Support

• Assist in preparing procurement plans based on approved project budgets and requirements.

• Support day-to-day logistics and procurement activities of the project.

• Collect quotations from approved local vendors and assist with Comparative Statements (CS), bill summaries, GSRN, vouchers, and other required documents.

• Track payment requests and coordinate the resolution of logistics-related payment issues.

• Maintain proper numbering and records for Purchase Requests (PR), Material Requests (MR), Goods Delivery Notes (GDN), and Goods Received Notes (GRN).

• Support requesters by providing information on product specifications, estimated costs, and procurement timelines.

Administration, Coordination & Communication

• Assist in developing and maintaining framework agreements and handling relevant project communications.

• Maintain clear, transparent, and supportive communication with colleagues regarding logistics activities, requirements, and updates.

• Maintain regular coordination with ARRRC and Navy offices to facilitate necessary approvals and certifications.

• Support the process of obtaining ARRRC and Navy approvals for project implementation and field visits.

• Facilitate the Complaint and Feedback Mechanism (CFM), maintain the CFM logbook, and ensure the process is properly implemented throughout the project.

• Document lessons learned and good practices and share relevant findings with the project and management teams.

• Support project visibility activities and coordinate media coverage where required by donors.

Other Responsibilities

• Participate in seasonal and special programmes, including Ramadan, Qurbani, Winterization, and other organisational activities.

• Promote a safe working environment by protecting staff and programme participants from harm, abuse, neglect, harassment, and exploitation.

• Comply with Islamic Relief Bangladesh’s Child Protection and Prevention of Sexual Exploitation and Abuse (PSEA) policies and respond appropriately to safeguarding concerns.

• Carry out any additional responsibilities assigned by the supervisor.