Logistics and Procurement Assistant

Duty station Cox’s Bazar, Bangladesh

Starting date Immediate

Contract duration 14-April-2027

Reports to Logistics and Procurement Officer

Coordinates with Coordinators, Program Managers and Officers

HEKS/EPER, Swiss Church Aid is the aid organization of the Protestant Churches of Switzerland and supports projects to combat hunger, poverty and injustice in 31 countries on four continents. HEKS/EPER also provides emergency relief for victims of natural disasters and armed conflict worldwide and supports the welfare and social work of the Reformed Churches in Eastern Europe and in the Middle East. In Switzerland, HEKS/EPER champions the rights and the integration of refugees and socially disadvantaged people. HEKS/EPER is a member of the ACT Alliance.

GENERAL CONTEXT AND BACKGROUND: HEKS/EPER has been active in Bangladesh since 1975 and is registered by the NGO Affairs Bureau. Its development cooperation department mostly focusses on projects for ethnic minorities (Dalits and Adivasi) in Northern Bangladesh. Humanitarian aid interventions in the Rohingya response are managed directly by the Humanitarian Aid Department from an own office in Cox’s Bazar and field offices in Ukhiya.

Since 2017, HEKS/EPER has been implementing humanitarian projects in response to the Rohingya crisis in Bangladesh. The Humanitarian Aid Office, based in Cox’s Bazar, directly implements Shelter and WASH projects in Ukhiya and Ramu upazila, supporting both FDMN camps and host communities.

HEKS/EPER has also implemented flood response interventions in Khagrachari to support communities affected by natural disasters.

ROLE PURPOSE:

The Logistics and Procurement Assistant ensures that the support services of procurement, warehousing, fleet and office facilities respond to the quality and quantity requests in an organized and efficient manner.

MAIN RESPONSIBILITIES AND TASKS:

Main responsibilities Tasks

Logistics and procurement Support

• Supervise drivers, ensure cleanliness of vehicles and regular maintenance of the vehicles as per contracts with car rental companies. This includes ensuring First Aid kits in the vehicles.

• Assist to Prepare and complete work orders, goods receiving notes, delivery chalans/waybills, and other documentations, ensure proper filing as per organizational procedure as well as per the country regulation.

• Perform inventory controls as per agreed schedule, and maintain hight quality and standards for audits and necessary checks.

• Assist to Collect invoices from vendors and send required documentations to appropriate department for timely payments.

• Ensure that the service providers follow quality services as per agreed standards according to contracts, and comply with procedures, rules and regulations.

• Assist to Obtain quotations and tenders from vendors based on purchase requests as well as according to organizational policy/procedures. This includes but not limited to coordinate with requestors, fill out vendor selection forms and lead the process with procurement committee to choose the best procurement options considering value for money.

• Assist to Prepare Purchase orders and follow up with vendors. Prepare payment requests for supervisor approval.

• Prepare and regularly maintain assets list and take appropriate measures to ensure maintenance of assets and properties in a timely manner.

• Ensure that the procurement and supply chain in functional as per organizational policies and procedures.

• Prepare and update contracts and agreements of engagements with third parties.

• Prepare, update and maintain appropriate filing system for logistics and procurements documents as per organizational and country policy/law.

• Develop and update price index and vendor database. This includes sharing of the information with PMs as required.

• Ensure standard fleet management and monitor the administrative documents for all vehicles.

• Develop and strengthen network with procurement and logistic units of other organizations to ensure lessons learned and promote best practices.

• Undertake other responsibilities as per organizational needs and requests from line manager.

PSEAH and other organizational compliance

• Strictly comply with HEKS/EPER`s Code of Conduct, PSEAH, safeguarding, protection, and confidentiality requirements.

• Maintain strict confidentiality of all personal and household Data of Beneficiaries

• Do not share respondent information, photographs, recordings, case details, or data with unauthorized people.

• Do not collect unnecessary personal or sensitive information.

• Immediately report any safeguarding, PSEAH, fraud, misconduct, or confidentiality concern through the approved reporting mechanism.

• Ensure that all interactions with women, children, persons with disabilities, and other vulnerable groups are conducted safely and respectfully.

• Proactively support organization commitments to gender equality, child protection and disability sensitivity: i) Implement all work-related activities with a gender, disability and child protection lens, considering the different needs, concerns and ideas of our staff and beneficiaries ii)Ensure the incorporation of gender equity principles in all policies and activities iii) Encourage the participation of all genders in meeting and on committees iv)Help build an inclusive office environment where people do not feel disadvantaged or judged according to their gender or limited due to manageable disability.

• Provide timely incident report to the line manager as needed.

• incident takes place, encourage others to do so.

General

• Deliver high quality results in line with the terms of reference agreed in advance – to do this in a way which maintains the reputation of the organization.

• To perform such other responsibilities as agreed with your line management