Deputy Logistics and Security Manager at Premiere Urgence Internationale (PUI)

General Objective / Summary

• Under the direct supervision of the Logistics Manager, the Deputy Logistics Manager will ensure the smooth functioning of logistics at Maiduguri base level.
• He/She will contribute in ensuring that the resources which are necessary for carrying out the programs are available.

Responsibilities and Tasks
Ensuring the Security Of Goods And People:

• Ensure that the material and other resources at base level are sufficiently adapted to the safety management approach defined for the base
• Communicate, on a regular basis, with the guards and the drivers concerning accidents, risks and behavior to be embraced (regular meetings and training if necessary)

Managing the Supply Chain of the Base:
Purchases:

• Under direct supervision of the logistics manager, guarantee that purchase procedures are respected at base level
• Work in close collaboration with the person requesting the purchase, with strong technical specificity, and carries out the appropriate conformity tests
• Ensure that contracts signed are adequate in terms of effectiveness and protection of the PUI procedures
• Centralize and optimizes the grouping of purchase requests before sending it to the supply department
• Supervise the identification and referencing of suppliers and has detailed invoices for recurrent purchases at his/her disposal
• Consolidate/update the base price catalogue
• Ensure that purchase files are correctly archived at base level

Shipment:

• Choose the mode of transport and the packaging of the merchandise in collaboration with the logistics manager
• Supervise the reception of materials from the coordination or other supply sites

Storage:

• Guarantee the management and monitoring of the base stock, according to the PUI’s procedures and tools. Ensure that these are known to and understood by everyone and are applied on the base
• Ensure that stocking sites are appropriate to the base needs and that merchandise is stocked appropriately in terms of location, layout and salubriousness
• Organize fluxes in merchandise, makes sure that the goods received are of a certain quality and carries out physical checks of stocked merchandise
• Ensure the movement/transfer of documents is properly referenced.
• Check stock reports on a monthly basis

Managing the Base Assets:
Computer and Telecommunication Equipment and Energy:

• Support the Logitics Manager in defining the base technical needs and make sure that their funding is possible, especially when new projects are being planned
• Give technical recommendations on the choice of computer equipment, tele/radio communication equipment and energy supply to be validated by the logistics coordinator
• Authorize the use of equipment, create utilization procedures and train personnel on how to use them
• Ensure the monitoring of equipment (state, location, proprietor/backer etc) through regular updates of monitoring tools (property list) and the keeping of physical inventories
• Supervise the installation of equipment and ensure they run smoothly and are maintained and ensures any necessary repairs are duly carried out
• Control the consumption of equipment, if need be, and, if required, carries out necessary adjustments in accordance with utilization procedures

Managing the Base's Fleet:

• Support the Logistics Manager in defining transport means adapted to the needs of projects associated with the base
• Ensure that vehicles are monitored (state, location, proprietor/backer etc) and that monitoring tools are regularly updated
• Ensure the vehicles are working properly, that they are properly maintained and any necessary repairs are duly carried out
• Control the use of vehicles and, if necessary, makes any necessary changes to utilization procedures
• Ensure planning and monitoring tools for the management of movement are put in place and respected and that they are maintained through the use of log books
• Ensure that questions of safety relating to the utilization of vehicles (authorized people, exceptional circumstances, safety equipment etc.) are appropriately addressed
• Contribute in centralizing movement planning on weekly basis for all base movements and follows in-country flight movements

Ensuring the Circulation of Information, Co-Ordination and Representation on Logistics Issues at Base Level:

• Write or participate in writing internal reports for everything concerning the logistics of the base
• Participate to the financial and administrative management of his/her area of work
• Support the Logitics Manager in making sure that the budgetary allowance is respected in the logistics department and establish regular cash-flow needs
• Participate to the writing of reports for the donors (lists of equipment, checking functioning costs etc)
• Ensure the keeping of and the archiving of purchase files (help, equipment, location, omissions etc)
• Participate in the preparation of logistics files in view of an audit which is either forthcoming or already underway

Supervising and Managing Logistics Teams:

• Supervise the logitics officers and assistants
• Write job descriptions and carries out job interviews upn request
• Contribute to work meetings, mediates potential conflicts, defines priorities and plans activities
• Participate to the recruitment of the logistics team at base level
• Ensures and/or supervise continued training of local members of the logistics team who are in the base on the procedures and tools of PUI.
• Create an action plan for her/his team at base level in accordance with the objectives defined by the Logitcis Manager

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Priorities of the Department

• Recruitment, training and organization of the base logistic team
• Increase the anticipation, reactivity of maintenance and general equipment of base facilities (phccs, Warehouse)
• Ensuring PUI logistic tools and procedures are implemented at the field level and followed

Mandatory Requirements
Education :

• Bachelor of Arts, Diploma in Engineering or any relevant field

Work experience

• Minimum of 2 Years with INGO

Language skills:

• Fluent in English and Hausa and Kanuri is a plus

Knowledge and Skills:

• Logistical Skills
• Procurement knowledge
• Knowledge of institutional donors procedures (UE, OFDA, ECHO, AAP, UN agencies …)

Computer Skills:

• Pack Office and any other software, Excellet at Excel.

Assets:
Transversals Skills:

• Ability to work independently while taking initiatives and showing a sense of responsibility
• Ability to withstand pressure and volatile environment
• Sense of diplomacy
• Team Management
• Analytical skills
• Capacity to adapt and organizational flexibility
• Organization, rigor and ability to meet deadlines
• Ability to represent the activities and mandate of PUI before local authorities and suppliers.