Coordinator - Administration

Contract type: Fixed term, with possibility of extension, Full time – 37.5 hours per week

Location: WaterAid Bangladesh Country Office, Dhaka, Bangladesh

About the role

The Coordinator-Admin is responsible for delivering administrative, logistics, procurement, and security services, ensuring full compliance with organizational policies and government regulations. The role includes managing office operations, procurement processes, asset management, and supporting security functions. It also involves maintaining relationships with government bodies, NGOs, and international agencies, ensuring WaterAid’s activities comply with requirements from the NGO Affairs Bureau, relevant ministries, and immigration authorities.

In this role, you will:

A. Administration & Office Management

• Provide timely admin support, maintain office environment, and ensure operational functionality of utilities, vehicles, and equipment.
• Regularly renew service contracts with third-party providers (security, mechanics, etc.).

B. Security

• Act as the security focal point, ensuring safety measures are in place and office premises are secure.
• Oversee safety gear, emergency exits, and cleanliness for a safe working environment.

C. General Purchase & Procurement

• Develop annual procurement plans and ensure timely purchase of office materials, adhering to guidelines.
• Maintain vendor lists and ensure value for money.

D. Consultant Hiring & Contract Administration

• Assist in preparing ToRs, RFPs, and RFQs, and manage consultant hiring process.
• Coordinate evaluations, negotiate terms, and finalize consultancy agreements.

E. Logistics

• Support travel arrangements (ticketing, visa, accommodation) for staff, visitors, and events.
• Organize national and international events, ensuring quality service and coordination.

F. Inventory & Asset Management

• Manage inventory and asset maintenance, ensuring compliance with WaterAid policy.
• Oversee annual asset verification, disposal of unused items, and asset insurance claims.

G. NGO Affairs Bureau (NGOAB) Compliance

• Ensure compliance with formalities for foreign-funded projects and maintain strong relationships with the NGO Affairs Bureau.
• Submit required documents and follow up for project approvals, extensions, and reporting.

H. People Management

• Monitor team performance, provide feedback, and support staff development and training to improve service delivery.

The responsibilities outlined above may be subject to periodic review and revision in consultation with the line manager.