Capital Logistics Assistant at Premiere Urgence Internationale (PUI)

General objective

• The Logistics Assistant ensures the day to day management/maintenance of the organization’s premises and communicates with supervisor. He/ She will be responsible for the smooth running and prevention
• of the break down/deterioration of PUI equipment/installations/facilities, under the supervision of the Capital Logistician.
• He/ she will be responsible for collecting, recording and archiving all related documents concerning procurement and inventory of stock and equipment.
• He/ she will ensure proper vehicle allocations and proper daily follow-up on vehicles and drivers as well as ensure timely flight bookings within the country.

RESPONSABILITIES AND TASKS

• Premises Management: S/he ensures day-to-day follow-up on the needs in all premises.
• Equipment: Under the supervision of the Capital Logistician, He/ she ensures proper recording of all PUI equipment and takes note and reports any damages or incidents in a timely manner.
• Procurement: Ensure efficient and effective drafting of processing of purchase requests and ensures proper documentation and filing for all procurement files.
• Logistics: Supports the Capital Logistician in packaging and transporting of items/merchandise to the Bases.
• Inventory: Ensures regular update of monthly inventory, stock taking and stock reconciliation.
• Movement: Under the supervision of the Capital Logistician, s/he is responsible for daily vehicle allocation for staff movement at the base. He/she is also responsible for timely local flight
• bookings for the Mission.
• Fleet Management: Ensures daily inspection of Abuja base fleet and esures all required items are available at all times in the vehicles. He/she ensures oversees the drivers and ensures
• adherence with PUI guidelines.
• IT/Communication: Ensures that all IT devices are in good working condition and reports any challenges to the supervisor. Supports the Capital Logistician in esuriing that all communication
• devices are in good working conditions.

SPECIFIC OBJECTIVES LINKED TO ACTIVITIES
PREMISES MANAGEMEMT

• Ensure daily inspection PUI’s premises to assess safety issues
• Monitor and report repair needs to Capital Logistician.
• Ensures allocation of keys to staff and visitors to the base and updates the key register.

EQUIPMENT

• Records all PUI equipments in the Equipment follow-up sheet.
• Ensures that all allocated equipment are duly recorded in the staff asset form.
• Follow-up the maintenance of all equipments according to the planning and PUI procedures.
• Ensure the correct use of all equipments and provide training to PUI staffs or contractors if necessary.
• Supports the Capital Logistician in loading and unloading of goods/materials.
• Communicate equipment needs and damages to the Logistics Base Manager.
• Codify all PUI equipment according to PUI procedures

PROCUREMENT

• Raise purchase requests for Abuja items.
• Ensures that purchase files are correctly filed.
• Collect necessary documents from other departments regarding procurements process
• Ensures that goods are received according PUI guidelines.
• Ensure all supplies received according to PUI guidelines and ensure related documents (delivery
• notes, waybills, Goods Received Notes) are properly filled.
• Support the Capital Logistician in updating on a weekly basis prices and vendors list for Abuja.

LOGISTICS
S/he supports the Logistics Base Manager in transporting and the packaging of the merchandise from Abuja to Bases.
INVENTORY

• Assist with monthly rolling stock takes and the annual stock take, reconciling inventory records
• with physical counts
• Assist the Capital Logistician in stock management
• Support the Capital Logistician in ensuring proper documentation of asset issued to arriving staff/visitior and leaving staff/visitiors.
• Receives stock needs from staff and proesses such in a timely manner
• Monitor stock levels and communicates with Capital Logistician when reorder levels are reached.
• S/he ensures that all stock files are duly updated.

MOVEMENT

• Makes bookings for staff movement as required either on UNHAS or on local commercial flights.
• Update the movement board daily
• Incharge of vehicle allocation on a daily basis
• Receives weekly movement plans for the week from Abuja staff.
• Make sure there is proper management and planning of vehicle movement.

FLEET MANAGEMENT

• Support the Logistics Base Manager in defining the vehicles needs on a monthly basis.
• Ensure the proper planning of cars and movements, and ensure Log books are correctly filled.
• Carries out daily checks to ensure all vehicles have the equipment requested (First Aid Kit, Fire
• Extinguisher, Kit tool, etc;) and valid documents (Insurance, vehicle registration, etc;).
• Oversee the operations of the drivers and ensure that vehicles comply with PUI requirements.
• Fills the cards of pointing at the end of month and forward it to the Capital Logistician. IT/COMMUNICATION
• Follow-up and update communication credit for Abuja staff.
• Ensure daily monitoring of all internet modem to ensure they are operational and charged.
• Communicates maintenance needs of all IT equipment (computers, printers, etc.) to the Capital Logistician.
• Assist the Capital Logistician to carry out regular physical inventories of Abuja IT equipment.
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

MANDATORY REQUIREMENT

MANDATORY REQUIREMENTS

• A minimum of bachelor's degree in Bachelor Arts / Science or any other professional qualification or
• Have a minimum of 1 years’ experience in Logistics related positions and or electricity, carpentry, plumbing in INGO/Private Companies
• Knowledge of technical work is an asset
• Be fluent in English (verbal and written) and knowledge of Local language is an advantage
• Be committed to PUI working principles and values
• Have experience working within humanitarian sector and context
• Computer skills - Excellent knowledge of the MS office software including Word, Excel, Outlook,
• Powerpoint

TRANSVERSALS SKILLS

• Ability to work independently while taking initiatives and showing a sense of responsibility
• Ability to withstand pressure and volatile environment
• Organization, rigor and ability to meet deadlines