Senior Manager, Administration & Logistics – BRAC
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The Senior Manager, Administration & Logistics, is responsible for overseeing and managing the administration and logistics function within the organization. This role involves implementing, administration & logistics strategies, ensuring that both staff and project activities work in and are implemented under a safe and secure environment respectively, as well as ensuring the efficient and cost-effective utilization of organization resources and assets, while adhering to all relevant policies, regulations, and ethical standards.
Key Responsibilities:
A. Strategy and leadership :
- Collaborate with management to develop and implement Admin and Logistics strategies that align with the organization’s goals, objectives, and financial targets.
- Develop and manage the administrative department’s budget, ensuring cost-effective operations.
B. People management:
- Collaborate with the human resource department in attracting, directing and managing quality staff in the Admin and Logistics department while focusing on supervising and developing their capabilities appropriate to the strategic, operational as well as future needs of the department.
- Build and lead an agile, robust, inclusive and effective team, working collaboratively with them to achieve organizational goals.
- Provide support and direction to the Admin and Logistics team in setting clear performance targets, ensuring commitment to them and achievement of results, while maintaining an effective feedback mechanism.
- Mentor and coach Admin and Logistics staff to attain the required competencies.
C. Workplace safety:
- Implement security measures to protect Organizational assets, employees, and visitors.
- Oversee safety protocols, emergency preparedness, and compliance with safety regulations.
- Serve as the Safety & Security Focal Person
- Oversee the implementation of and ensure compliance to set Occupational Health, Safety and Security Guidelines at all BRAC Offices and premises.
- Ensure that adequate security is provided at all BRAC Offices and premises
- Monitor the adherence of 3rd party service providers to contractual provisions and ensure full compliance to agreed Service Level Agreements.
- Ensure compliance to, assessment checklists for use in the identification and selection of premises and facilities for use as Offices and other programme spaces as per need.
- Take lead in the identification, assessment and selection of offices and premises for use by BRAC.
D. Facilities and assets management:
- Manage and oversee the physical workplace, including office spaces, equipment, and facilities maintenance.
- Plan and execute office layout, renovations, and space utilization.
- Manage contracts related to security services, office space, water supplies and electricity to ensure all meet contractual obligations
- Manage organization fixed assets in line with the Asset Management Policy
- Facilitate issuance and allocation of work tools to both existing and joining staff
- Coordinate the disposal of obsolete items in line with the disposal policy.
E. Logistics & Travel Management:
- Supervise the Travel Desk Staff and oversee travel arrangements, transportation schedules, and accommodation for staff and visitors, for both domestic and international travel
- Manage all warehouses and stores
- Facilitate Staff in the application for and processing of work permits, travel visas and such related documentation.
- Maintain and control office supplies, equipment, and inventory levels.
- Organize and coordinate organizational events, meetings, conferences, and seminars.
- Maintain organized and up-to-date records and documentation,
- Ensure adequate accountability of both inventory and stock held at warehouses and premises.
F. Fleet management:
- Supervision and leadership to the drives
- Manage the organization fleet of vehicles (cars and motorcycles)
- Develop and implement fleet management policies and procedures
- Ensure compliance to Country Traffic Regulations
- Coordinate travel arrangements, and transportation for employees and visitors.
G. Administrative Policies and Procedures Compliance:
- Develop, Contextualize, document, and enforce administrative policies and procedures.
- Ensure compliance with legal and regulatory requirements
- Ensure compliance with document retention policies.
H. Uphold, promote, follow and apply the vision, mission, core values and policies of BRAC, including an effective safeguarding policy;
- Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the program’s goals on safeguarding implementation. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
- Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
- Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.
Safeguarding Responsibilities:
- Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the programme’s goals for safeguarding implementation. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
- Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
- Follow the safeguarding reporting procedure in case any reportable incident takes place and encourage others to do so.
Educational & Experience Requirements:
- Bachelor’s degree in administration and Logistics Management.
- A minimum of 6 years at senior officer level in administration or logistics management in a reputable organization, preferably in an International NGO.
Required Competencies:
- Knowledge of the property and construction market.
- Excellent communication and interpersonal skills.
- Proficiency in logistics management systems, software and tools.
- Knowledge of relevant legal and regulatory requirements.
- Analytical and problem-solving abilities.
- Fleet management experience
- Ability to work effectively in a fast-paced and dynamic environment.
- Integrity
- Proficient computer skills; word, power point, excel
- Critical thinking, good judgement and objective decision making
- Organization skills