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Job Title: Associate, Administration and Procurement
Workplace: Dhaka, with occasional travel to other parts of Bangladesh
Report to: Finance and Admin Manager
Introduction:
Innovision Consulting Private Limited works in the field of research and project management with different
donors, donor funded projects and private companies.
Responsibilities:
The Associate, Administration and Procurement will be responsible for carrying out the day to day and periodic
administrative, human resource and procurement related tasks in the head office of Innovision. He/she will work
closely with other staffs of Innovision and report to Finance and Admin Manager to support operation functions
of the office and program go smoothly and efficiently.
Key Tasks:
Administrative Tasks:
- Handle office expenses and petty cash of head office under the approval of the finance and admin manager
- Manage office equipment and infrastructure to ensure a well-running office
- Make logistic arrangement including flights reservations, hotel and vehicle arrangement for all staffs,
visitors/partners, donors, consultants, volunteers and interns
- Prepare correspondence, memos, reports, presentations, and emails to local counterparts, donors or other
related offices or agencies in relation to the office operations
- Update the filling system and manage filing the office documents for both hard and electronic copies.
- Vehicle and driver management, including vehicle servicing, repair and vehicle document follow up
- Ensure office security
- Store management
- Facilitate to arrange internal and external events
- Monitor office rent agreement, bills (electricity, internet, telephone etc.), office asset management
- Filing of all contracts signed by Innovision
- Management of driver and support staff
Human Resource Tasks:
- Recommend and execute annual staff development plan for Innovision team
- Recommend and execute policies, procedures, rules, regulations for employees in compliance with
Bangladeshi law
- Review and update all human resources policies annually or based on needs to meet the organization’s needs
- Plan and facilitate HR activities in the team: contract, recruitment, employee relation
- Ensure to develop job descriptions for current/new positions, issuance of joining letter, confirmation letter,
increment letter etc. and maintenance of personal files
- Maintain current organizational chart and current staff contact list, maintain list of assets provided to staffs and
monitor the use of those assets
- Assist the progress of job planning and performance management
- Provide coaching and training to direct staffs on HR & Admin functions
- Establish and maintain relations with government and other related personnel stakeholders
- Monitor and record employee time sheets and leave requests
- Support for procedures or papers relating to personnel or staffing issues
Procurement Tasks:
- Prepare Monthly procurementplan,Specification preparation and Approval procedure.
- Keep monthlystatementofRequisition,stock,upcoming goods,pending payment(vendor & transportbill).
- Collectprice quotation from Vendor for any type of Purchase.
- Make CS (comparative statement) for any purchase
- Make PO (Purchase Order) As per CS
- Preparing PO as and when need
- Advise to finance departmentfor paymentlocal vendor
- Monitor supplier performance to assess abilityto meetquality & delivery requirements.
- Corresponds with vendors,TransportAgency, Store & Relative persons for purchase or services.
- Prepare Tender/Proposal Evaluation,cancellation oftender or work order, Compensation calculation.
- Prepare Work order,Contract Agreementwith Vendors.
- Prepare of TAX & VAT deducted amountby the clientand collection of the challan documents.

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JD of Admin, HR and Procurement

  • 1. Job Title: Associate, Administration and Procurement Workplace: Dhaka, with occasional travel to other parts of Bangladesh Report to: Finance and Admin Manager Introduction: Innovision Consulting Private Limited works in the field of research and project management with different donors, donor funded projects and private companies. Responsibilities: The Associate, Administration and Procurement will be responsible for carrying out the day to day and periodic administrative, human resource and procurement related tasks in the head office of Innovision. He/she will work closely with other staffs of Innovision and report to Finance and Admin Manager to support operation functions of the office and program go smoothly and efficiently. Key Tasks: Administrative Tasks: - Handle office expenses and petty cash of head office under the approval of the finance and admin manager - Manage office equipment and infrastructure to ensure a well-running office - Make logistic arrangement including flights reservations, hotel and vehicle arrangement for all staffs, visitors/partners, donors, consultants, volunteers and interns - Prepare correspondence, memos, reports, presentations, and emails to local counterparts, donors or other related offices or agencies in relation to the office operations - Update the filling system and manage filing the office documents for both hard and electronic copies. - Vehicle and driver management, including vehicle servicing, repair and vehicle document follow up - Ensure office security - Store management - Facilitate to arrange internal and external events - Monitor office rent agreement, bills (electricity, internet, telephone etc.), office asset management - Filing of all contracts signed by Innovision - Management of driver and support staff Human Resource Tasks: - Recommend and execute annual staff development plan for Innovision team - Recommend and execute policies, procedures, rules, regulations for employees in compliance with Bangladeshi law - Review and update all human resources policies annually or based on needs to meet the organization’s needs - Plan and facilitate HR activities in the team: contract, recruitment, employee relation - Ensure to develop job descriptions for current/new positions, issuance of joining letter, confirmation letter, increment letter etc. and maintenance of personal files - Maintain current organizational chart and current staff contact list, maintain list of assets provided to staffs and monitor the use of those assets - Assist the progress of job planning and performance management - Provide coaching and training to direct staffs on HR & Admin functions - Establish and maintain relations with government and other related personnel stakeholders - Monitor and record employee time sheets and leave requests - Support for procedures or papers relating to personnel or staffing issues Procurement Tasks: - Prepare Monthly procurementplan,Specification preparation and Approval procedure. - Keep monthlystatementofRequisition,stock,upcoming goods,pending payment(vendor & transportbill). - Collectprice quotation from Vendor for any type of Purchase. - Make CS (comparative statement) for any purchase - Make PO (Purchase Order) As per CS - Preparing PO as and when need - Advise to finance departmentfor paymentlocal vendor - Monitor supplier performance to assess abilityto meetquality & delivery requirements. - Corresponds with vendors,TransportAgency, Store & Relative persons for purchase or services. - Prepare Tender/Proposal Evaluation,cancellation oftender or work order, Compensation calculation. - Prepare Work order,Contract Agreementwith Vendors. - Prepare of TAX & VAT deducted amountby the clientand collection of the challan documents.