Operations Officer, UPGI at BRAC

About the Position

Reporting to the Operations Manager, the Operations Officer will support all aspects of operations and administration processes to deliver the UPGI scale-up strategy. This position would require close work with staff in Africa and Asia. As a result, there is a preference for the person to be based in one of BRAC International’s hubs in Washington DC, New York, London, the Hague, Nairobi, or Dhaka.

This role will be a part of the People and Operations team and supports the Operations Manager with day-to-day project logistics, procurement, travel, and administrative operations.

Primary Responsibilities

The areas of responsibility for this role include:

Procurement:

• Assist supervisor in procurement activities in collaboration with Operations and Program teams
• Assist with identification of suitable vendors, collection of price quotes, documentation of procurement process, and management of electronic and paper procurement files
• Responsible for circulating RFQs, preparing bid analysis, and issuing purchase orders
• Coordinate all logistical arrangements for project-related events, workshops, seminars, and other training activities
• Responsible for managing & preparing service-level agreements for the smooth running of project activities
• Help manage and administer office resources, including office space, software, subscriptions, computers, hardware, and other related office systems and equipment.
• Organization of procurement and logistic: acquiring quotations from suppliers, preparing bid comparison reports, makes all purchases;

Risk Management:

• Support the quarterly reporting to BRAC International’s Executive Risk Management Committee
• Serve as Risk Coordinator for UPGI and update risk register
• Support the development and upkeep of the asset management system.

Administration:

• Manage travel arrangements, including staff Visa, air tickets, transport, and boarding & lodging for business purposes
• Support the organization of team events (meetings, workshops, etc.).
• Maintains a central filing system for required documents and forms.
• Support the development and systematic management of internal policies and their implementation across the company’s operations
• Organize and process invoices, service orders, and other expense claims to ensure payments and expenditure reporting are up to date.
• Help conduct compliance checks, donor due diligence, and other regulatory responsibilities.
• Support preparation for Operation & Procurement audit by internal & external audiences
• Fulfill other administrative functions as required

Human Resource:

• Assist with long-term and short-term recruitment needs for UPGI
• Ensure all trackers and databases are up-to-date and readily available for management information.
• Assist with the identification, selection, recruitment, training, and orientation of new staff members

Safeguarding Responsibilities

• Ensure the safety of team members from any harm, abuse, neglect, harassment, and exploitation to achieve the program’s goals of safeguarding implementation.
• 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

Qualifications & Requirements

Person Specification

We are looking for an Operations Officer with proven leadership skills, the ability to see the big picture, a hands-on approach to getting things done, and a passion for supporting a global workforce to thrive in challenging environments.

Required Skills and Abilities

• Builds relationships at all levels with people from different professional and cultural backgrounds
• Demonstrate sound judgment, integrity, and sensitivity
• Exceptional organizational skills
• Strong communications skills; strategic and responsive
• Excellent working knowledge of Google Workspace and Microsoft suite packages
• Good understanding of procurement policies
• Ability to work effectively under pressure and meet deadlines.
• Ability to work an irregular schedule on occasion with the ability to travel frequently and on short notice throughout the country.

Education and Experience:

• Bachelor’s degree or equivalent
• Minimum 4-5 of experience in a similar role (e.g., project administrator, project officer, human resources coordinator, or similar positions)
• Ability to make decisions under uncertainty and to assess potential institutional risks.
• Being proactive, assertive, and action-oriented; driven to work without supervision.
• Excellent organizational skills and attention to detail
• Certification in CPSP (Certified Procurement & Supply Professional) will be an added advantage.
• Previous knowledge or strong interest in global development.