Admin Officer

D. Key Duties and Responsibilities

A. Office Administration

• Coordinate the day-to-day administrative operations of the PMU to ensure smooth and efficient office functioning.

• Prepare official correspondence, memoranda, meeting notices, and administrative documents.

• Maintain office calendars, schedules, meeting arrangements, and visitor coordination.

• Organize meetings, workshops, and events, including venue arrangements, logistics, and documentation.

• Maintain office filing systems and ensure proper management of administrative records.

B. Procurement and Logistics Support

• Prepare administrative purchase requisitions and coordinate procurement of office supplies, equipment, and services.

• Obtain quotations, prepare comparative statements, and maintain procurement documentation in accordance with organizational procedures for.

• Coordinate receipt, inspection, storage, and distribution of office supplies and consumables.

• Monitor stock levels and initiate timely replenishment of administrative supplies.

• Liaise with vendors to ensure timely delivery of goods and services.

C. Asset and Inventory Management

• Maintain inventory records for office vehicles, furniture, equipment, computers, and other administrative assets.

• Conduct periodic physical verification of assets and update asset registers.

• Coordinate asset issuance, transfer, maintenance, and disposal in accordance with organizational policies.

• Ensure proper tagging and safeguarding of organizational assets.

• Prepare periodic inventory and asset-management reports.

D. Facilities Management

• Coordinate maintenance of office premises, utilities, office equipment, and common facilities.

• Monitor office cleanliness, security, utilities, and workplace safety arrangements.

• Coordinate repairs, preventive maintenance, and service contracts for office equipment and facilities.

• Ensure uninterrupted availability of utilities and office support services.

• Support implementation of occupational health and safety measures.

E. Travel and Administrative Support

• Coordinate official travel arrangements, accommodation, transportation, and meeting logistics for staff and visitors.

• Process travel-related administrative documentation and maintain travel records.

• Provide logistical support for workshops, training programmes, missions, and official events.

• Coordinate courier, postal, and document-dispatch services.

• Support reception and visitor-management activities.

F. Compliance and Records Management

• Ensure administrative activities comply with organizational policies, procurement procedures, and donor requirements.

• Maintain administrative records, service agreements, vendor files, and supporting documentation.

• Support internal and external audits by providing required administrative documents.

• Assist in implementing administrative SOPs and internal control procedures.

• Prepare periodic administrative reports and performance updates.

G. General Administrative Support

• Provide administrative assistance to the Programme Operations Specialist (Operations) and other PMU staff.

• Coordinate communication with internal departments, government offices, service providers, and other stakeholders.

• Maintain confidentiality of official information and administrative records.

• Support continuous improvement of administrative systems and office processes.

H. Additional Responsibilities

• Undertake any other reasonable and relevant duties assigned by the Programme Operations Specialist (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, or a related discipline.

  Experience

  • At least 5 years of relevant experience in office administration, procurement support, asset and facilities management, or general administrative operations.

  • Experience with government, UN agencies, the Global Fund, or other donor-funded programmes is desirable.

  F. Competencies

  Technical Competencies

  • Sound knowledge of office administration, records management, facilities management, and administrative support services.

  • Good understanding of procurement procedures, inventory and asset management, logistics coordination, and vendor management.

  • Knowledge of government regulations, organizational administrative policies, procurement rules, and donor compliance requirements.

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), electronic filing systems, and ERP or office-management information systems.

  • Strong skills in administrative documentation, report preparation, data management, and records maintenance.

  • Ability to coordinate meetings, travel, workshops, and office logistics while managing multiple priorities effectively.

  • Excellent organizational, communication, interpersonal, problem-solving, and customer-service skills, with the ability to work effectively in a multidisciplinary environment.

  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

• Office Administration: Maintained office calendars, correspondence, meeting records, and administrative filing systems.

• Procurement and Logistics Support: Processed purchase requisitions, comparative statements, and procurement documentation.logistics support.

• Asset and Inventory Management: Updated and physically verified inventory and fixed-asset registers, with periodic reports.

• Facilities Management: Maintained office premises, utilities, and equipment, with documented service contracts and safety measures.

• Travel and Administrative Support: Coordinated travel and logistics arrangements with maintained travel records.

• Compliance and Records Management: Maintained administrative records, vendor files, and audit-ready documentation.

• General Administrative Support: Documented stakeholder coordination and administrative-system improvement support.

H. 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)