Programme Operations Specialist

D. Key Duties and Responsibilities

A. Overall Leadership and Administrative Planning

• Lead, coordinate, and supervise the administrative support functions covering Documentation, Human Resources, Personnel Administration, General Administration, Information Technology (IT), and Vehicle Support.

• Conduct regular coordination meetings with team members to monitor work progress, resolve operational issues, and ensure timely delivery of administrative services.

• Develop, implement, and periodically review administrative policies, Standard Operating Procedures (SOPs), and internal-control measures to improve efficiency and compliance.

• Review and endorse administrative requests, official correspondence, reports, and submissions before forwarding them to the Deputy Team Leader for approval.

• Prepare periodic administrative performance reports highlighting achievements, risks, challenges, and recommended corrective actions.

B. Documentation and Legal Coordination

• Supervise the maintenance of secure physical and electronic document-management systems to ensure confidentiality, accessibility, and compliance with organizational requirements.

• Oversee document registration, filing, archival, retrieval, and disposal processes in accordance with established records-management procedures.

• Monitor the validity and timely renewal of contracts, Memoranda of Understanding (MoUs), lease agreements, and service agreements.

• Coordinate with legal advisers, Government authorities, donors, and relevant stakeholders on administrative and legal documentation.

• Ensure administrative records and legal documents are complete, accurate, and readily available for audits and compliance reviews.

C. Human Resources Coordination

• Coordinate recruitment logistics, onboarding, induction, and orientation of newly recruited personnel.

• Monitor staff attendance, leave management, performance-appraisal schedules, and mandatory training requirements.

• Ensure personnel records are maintained accurately and confidentially in accordance with HR policies.

• Coordinate staff-development initiatives, workplace-safety programmes, and employee-engagement activities.

• Review of the staff exit/separation related activities under personnel administration.

• Ensure compliance with organizational HR policies, labour laws, and donor requirements.

D. Personnel Administration

• Supervise personnel-administration processes, including employment documentation, contract administration, and personnel-file management.

• Review attendance records, overtime claims, leave records, and supporting documentation before submission for payroll processing.

• Coordinate employee-welfare matters and facilitate timely resolution of routine administrative and personnel issues.

• Monitor compliance with employment conditions and organizational administrative procedures.

• Prepare periodic personnel-administration reports for management review.

E. General Administration and Facility Management

• Oversee office administration, facilities management, inventory control, office maintenance, utilities, and workplace safety.

• Oversee the Fixed Asset Register (FAR), including asset tagging, physical verification, reconciliation, disposal documentation, and compliance with donor and organizational asset-management requirements

• Supervise procurement of administrative goods and services in accordance with procurement policies and approved budgets.

• Monitor office service contracts, maintenance schedules, and vendor performance to ensure uninterrupted administrative support.

• Ensure a safe, functional, and well-maintained working environment for all staff.

F. Information Technology (IT) Support Management

• Supervise the delivery of IT support services to ensure reliable operation of hardware, software, networks, communication systems, and digital platforms.

• Review of the IT onboarding/offboarding, access management, and IT asset recovery activities.

• Monitor implementation of IT security measures, data-backup procedures, disaster-recovery arrangements, and cybersecurity protocols.

• Coordinate IT infrastructure maintenance, system upgrades, and user-support services.

• Ensure timely resolution of IT service requests and minimize operational disruptions.

• Promote compliance with organizational IT policies and information-security standards.

G. Vehicle and Logistics Management

• Supervise the planning and coordination of vehicle allocation, transportation services, and driver assignments to support programme implementation.

• Monitor vehicle utilization, fuel consumption, maintenance schedules, insurance, fitness certificates, and registration renewals.

• Ensure vehicle logbooks, fuel records, maintenance records, and transport documentation are accurately maintained.

• Monitor compliance with transport policies, road-safety regulations, and defensive-driving standards.

• Prepare fleet performance and utilization reports and recommend measures to improve efficiency and cost-effectiveness.

H. Compliance, Risk Management, and Reporting

• Ensure administrative operations comply with Government regulations, donor requirements, organizational policies, and internal-control procedures.

• Identify administrative risks and recommend mitigation measures to strengthen operational efficiency and governance.

• Coordinate administrative support for internal and external audits, inspections, and monitoring missions.

• Prepare monthly, quarterly, and annual administrative reports, performance dashboards, and management updates.

I. Additional Responsibilities

• Oversee administrative arrangements for official travel, meetings, workshops, training, and other programme-related events, ensuring compliance with organizational procedures and donor requirements.

• Undertake any other reasonable and relevant responsibilities assigned by the Deputy Team Leader (Operations), commensurate with the skills and experience required for the position.

E. Qualifications and Experience

Education

• Master's degree in Business Administration (MBA), Public Administration (MPA), Management, Human Resource Management, or a related discipline from a recognized university.

Experience

• Minimum 8 years of progressively responsible experience in administration, operations management, human resource management, office management, or organizational support functions.

• Experience with donor-funded programmes (Global Fund, UN agencies, or international NGOs) in Bangladesh.

F. Competencies

Technical competencies

• Strong knowledge of office administration, facilities management, records management, and administrative operations.

• Sound understanding of human resources and personnel administration, including recruitment, performance management, attendance, leave, and personnel records management.

• Knowledge of procurement, asset and inventory management, contract administration, and vendor management in compliance with organizational policies.

• Familiarity with information technology systems, cybersecurity principles, office automation, and digital document management.

• Knowledge of fleet management, transport logistics, workplace health and safety, and business-continuity practices.

• Understanding of government regulations, donor requirements (particularly Global Fund), internal controls, audit processes, and risk management.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), collaboration platforms, and office-management information systems, with strong analytical, reporting, and documentation skills.

• Strong report-writing and documentation skills in English and Bangla.

Behavioral competencies

• High integrity, accountability, and transparency.

• Strong teamwork, collaboration, and stakeholder management skills.

• Result-oriented and solution-focused approach.

• Ability to prioritize tasks and manage multiple responsibilities effectively.

• Gender sensitivity, respect for diversity, and high professionalism in the workplace.

G. Expected Deliverables

• Overall Leadership and Administrative Planning: Updated administrative policies, SOPs, and periodic administrative performance reports.

• Documentation and Legal Coordination: Secure, complete, and audit-ready documentation, contracts, and records-management systems.

• Human Resources Coordination: Completed recruitment coordination, onboarding, and staff-development activity records.

• Personnel Administration: Accurate personnel-administration records and periodic personnel-administration reports.

• General Administration and Facility Management: Maintained office facilities, assets, and inventory-control records, with monitored vendor and service-contract performance.

• Information Technology (IT) Support Management: Reliable IT infrastructure, data backup, and cybersecurity records, with timely resolution of IT service requests.

• Vehicle and Logistics Management: Maintained vehicle logbooks, fleet-performance reports, and transport-compliance documentation.

• Compliance, Risk Management, and Reporting: Administrative risk assessments, audit-support documentation, and periodic administrative reports submitted on schedule.

H. Integrity, Safeguarding, Confidentiality and Compliance

• The incumbent shall uphold the highest standards of integrity, accountability, impartiality, professionalism, and ethical conduct, including the timely and transparent disclosure of any actual, potential, or perceived conflict of interest.

• The incumbent shall contribute to and promote a safe, respectful, inclusive, and non-discriminatory working and service environment, with zero tolerance for harassment, sexual exploitation and abuse, discrimination, retaliation, or any other safeguarding violation.

• The incumbent shall safeguard and maintain the confidentiality of all programme, financial, personnel, beneficiary, and other sensitive information, including medical and personal data, and shall respect the principles of informed consent, privacy, and data protection.

• The incumbent shall promptly report any suspected or identified misconduct, safeguarding concern, fraud, corruption, conflict of interest, financial irregularity, misuse of resources, or other violation through the prescribed reporting and escalation channels.

• The incumbent shall perform all duties in accordance with applicable Government of Bangladesh laws and policies, the Global Fund Grant Agreement, the Global Fund Code of Conduct for Recipients and other relevant policies, procedures and guidelines.

I. Remuneration and Benefits

• Monthly remuneration will be determined in accordance with the PMU HR guideline

• Group health insurance will be provided as per the PMU HR guideline

• Monthly mobile and internet bill will be provided as per the PMU HR guideline

All these positions are open for Bangladeshi Nationals only. All candidates, irrespective of gender, religious and ethnic backgrounds can apply for the vacancies. Female candidates are highly encourged to apply.

Only short-listed candidates shall be invited for written test/interview. All selected candidates will undergo rigorous reference and background checks.

Last Date of Application: 20 November 2026 (23:59 PM)