Admin and procurement Officer

POSITION DESCRIPTION

TITLE: Admin and procurement Officer

REPORT TO: Admin & Operations Manager, FHI 360 in Bangladesh

Location Dhaka, Bangladesh

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, youth, research, technology, communication, and social marketing—creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 50 countries and all U.S. states and territories.

FHI 360 has worked in Bangladesh for more than 45 years. Since 1975, we have taken a comprehensive approach to help transform the country’s health and development landscape. Leveraging a blend of global expertise and local insights, we have consistently strengthened community capacities, enhanced systems, and reinforced institutional frameworks for a sustainable impact. In partnership with the Government of Bangladesh, civil society, academia, and the private sector, FHI 360 Bangladesh delivers integrated programs across critical sectors. Our initiatives have spanned essential health services—including HIV and nutrition, tuberculosis, global health security, and economic participation.

This position is contingent upon funding from the Department of State.

Project Description:

Meeting Targets and Maintaining Epidemic Control (EpiC) is a global project funded by the US Government and the US President’s Emergency Plan for AIDS Relief (PEPFAR), that provides strategic technical assistance and direct service delivery to achieve HIV epidemic control among all at-risk populations; strengthen global health security (GHS), including outbreak response; improve maternal and child health (MCH), address malaria; and promote health systems strengthening (HSS) including supply chain management.

Position Summary

The Admin and Procurement Officer plays a vital role in supporting the smooth and compliant implementation of the EpiC project by providing a wide range of administrative and procurement services. The position is responsible for ensuring timely and efficient procurement of goods and services, managing office operations, maintaining proper documentation, and supporting logistics and asset management. This role requires a proactive individual with strong organizational and communication skills, a clear understanding of procurement principles, and the ability to work effectively in a fast-paced environment. The Admin and Procurement Officer will work closely with project staff, finance, technical teams, and external vendors to ensure that all administrative and procurement activities are in line with FHI 360’s policies and donor (USG) regulations. The officer will be responsible for preparing and reviewing procurement documents, coordinating with vendors and service providers, tracking procurements, and maintaining up-to-date records. In addition, the position will oversee office supplies, manage inventory, coordinate travel and event logistics, and ensure that the operational and administrative needs of the office are met efficiently. This position also plays an essential role in maintaining transparency, accountability, and compliance across all operational areas, including support for audits and documentation reviews. The Admin and Procurement Officer will report to the Operations and Admin Manager and contribute to strengthening the administrative and operational capacity of the project to deliver high-quality program results.

Key Responsibilities

Procurement

• Support procurement processes including preparing RFQs, collecting vendor quotations, conducting bid analysis, and maintaining procurement documentation.
• Ensure that procurement actions are compliant with FHI 360 and USAID procurement policies and donor regulations.
• Maintain and update the procurement tracker and regularly share status with the supervisor.
• Assist in vendor selection, supplier evaluations, and managing vendor relationships.
• Maintain a list of preferred suppliers and monitor supplier performance.

  Administration

  • Manage office supplies inventory and initiate purchase requests for replenishment.
  • Provide logistical support for meetings, workshops, trainings, and travel arrangements.
  • Ensure maintenance and smooth functioning of office facilities and equipment.
  • Assist in maintaining updated administrative records and filing systems.
    • Maintain an updated inventory of office equipment, furniture, and other assets.
    • Support fixed asset tagging, physical verification, and report preparation as per organizational policy.
    • Facilitate timely maintenance and repair of assets and office infrastructure.
      • Ensure procurement and administrative records are complete, properly filed, and readily available for audit or review.
      • Support internal and external audits by providing documentation and necessary clarifications.

        Other Duties

        • Coordinate with finance and program teams on procurement and logistic matters.
        • Support travel arrangements including bookings, travel advances, and reimbursements.
        • Perform any other duties assigned by the Operations and Admin Manager or project leadership.

          Minimum Requirements

          • Minimum graduation degree in business administration or international equivalent.
          • 4-5 years of procurement and administrative support experience.
          • Proven proactive skills in identifying negotiation, cost savings, cost avoidance and efficiency opportunities.
          • Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
          • Proficiency in Microsoft Office applications such as MS Word, Excel, PowerPoint and Bangla writing.
          • Good documentation skills and effective skills in summarizing conclusions on financial issues.
          • Ability to manage tight deadlines and deliver high volumes of work with minimal supervision.
          • Ability to work collaboratively, productively, and sensitively within a multidiscipline, multicultural and multigender environment.
          • Fluency in English and Bengali is required.
          • Position open to Bangladeshi nationals or individuals who have the legal authority to work in Bangladesh.

            The above statements are intended to describe the general nature and level of work and are subject to modification. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job.

            FHI 360 is an equal opportunity and affirmative action employer. FHI 360 is committed to providing equal employment opportunity without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran with respect to policies, programs, or activities.

            This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

            FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

            Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

            FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

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            FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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