Logistics / Procurement Assistant at SECOURS ISLAMIQUE FRANCE (SIF)

Context & Background
The eight-year conflict in Nigeria’s northeast has created a deepening humanitarian crisis. Boko Haram violence and military operations continue to affect millions of people across the region. Nearly 1.9 million people have been forced to flee their homes; more than half of these people are children. Despite massive funding deficits and challenging humanitarian access in some areas, mainly in Borno State, humanitarian partners have scaled up efforts to assist 6.9 million of the most vulnerable people. From January until end of February this year, at least 1.9 million people received life-saving assistance. The key figures are:

• 6.1 million people are in need of protection assistance
• 5.1 million people are food insecure
• 3.4 million people need nutrition assistance
• 2.9 million people need education support
• 2.3 million people are in need of emergency shelter and NFI
• 3.6 million people need WASH services

More than 50,000 people risk famine in Nigeria’s north-eastern Adamawa, Borno and Yobe states between June and August. Some 5.2 million people are projected to suffer severe food scarcity, a third of them will face “emergency” levels of hunger.

Scope of Work

• The Logistics / Procurement Assistant will be primarily responsible for supporting the Logistic activities including purchasing and receiving materials ordered in Maiduguri and by extension Abuja ensuring that all SIF procurement policies and procedures are followed at all times.
• The Logistics Assistant will ensure correct management of stock in Maiduguri, the entry and exit of stock from suppliers etc,
• He / She will directly be involved for distributions and providing logistics support on all steps of procurement.
• The Logistics assistant will be required to spend 80% of his / her working time in MAIDUGURI 20% to other project site giving support to the SIF teams for all logistical needs, especially procurement, storage, food distribution e.t.c

Role in the Organization
The tasks below are not exhaustive and due to the nature of the role, mission and organization, flexibility is required:

Procurement:

• The Logistics Assistant directly reports to the Logistics Officer with an oversight from logistics coordinator.
• The Logistics Assist is responsible for all mission procurement in Maiduguri for items requested for Maiduguri and other project site.
• Maintain proper filing of “procurement files” ensuring their completeness in both hard copies and soft copies.
• Development and management of supplier database and price lists.
• Collect quotations from suppliers and prepare all procurement documentations as outlined in the Procurement Thresholds.
• Collect quotations from various vendors and then make a price list that is updated regularly.
• Assist the Logistics Officer to prepare a pre-qualified vendor list for all categories; goods / services / works.
• Comply, respect and abide by the SIF Procurement procedures & Donor Procurement guidelines.
• Ensure that purchasing requests are updated and follow-up information sent to the field.
• Collect quotations from suppliers and prepare all procurement documentations as outlined in the Procurement Thresholds.
• Prepare contracts, framework agreement in liaison with the Logistics Coordinator.
• Collect quotations from various vendors and then make a price list that is updated regularly.
• Prepare a pre-qualified vendor list for all categories; goods / services / works.
• Preparation of the Monthly report on the Logistics of the Base (Order Follow up, fuel consumption, Mechanical fleet, movement of stock etc.)
• Liaise with Finance Admin Department on all procurement and payment activities.
• Provides regular detailed reports on all logistics operations of the base.

Stock Management:

• Plan and manage monthly inventory inventories of the Stock and equipments
• To be responsible for the correct storage and management of stock in and any other tasked location.
• Receive goods destined for SIF Maiduguri Office.
• Verify that all items ordered are received.
• Verify that that the packing lists reflect the actual items received and inform the carrier / or supplier / or shipper / consignor if there are any missing or damaged items.
• Prepare Goods Received Notes (GRNs).

Maintenance of the Stock / Warehouse:

• To be responsible for appropriate stocking of all items in the store including; environment, ventilation, temperature of the store and the organization of items, separated and arranged appropriately.
• Support Creating and maintaining up to date warehouse documentation thus; Bin Cards, Stock Cards, Warehouse Issue Notes, Goods Received Notes, Loss & Damage Reports and Warehouse reports.
• Ensure updating of the electronic Stock Report according to actual and theoretic stock.
• Carry out monthly inventory and ensure the coherence with Stock Report in the event of record adjustments notify the Logistics Coordinator to validate the adjustments / reconciliations as necessary giving clear justifications.
• Control access to the warehouse and ensure all items are secured at all times.
• Ensure the cleanliness and good order of the warehouse at all times.
• Submit any requests for stock management items (Bin Cards, Stock cards, Padlocks, Stock Reports etc) to Logistics Coordinator.
• Work with the Logistics Coordinator, Ngala Field Logistics Officer and Project teams on supply chain planning to ensure that there is always enough space in the warehouse to accommodate new orders / consignments.

Dispatch:

• Prepare and package items needed by the project teams, accurately (labeling, counting) in good time and with great care to avid damage.
• Prepare Packing Lists & Waybills appropriately.
• Ensure Donation Certificates are prepared and issued with each item given to partners as guided by the Logistics Coordinator.

Administration:

• Ensure all warehouse documents properly for easy reach; waybills, stock cards, bin cards, supply requests, donation certificates including electronic copies.
• Receive stock report and after verification submit to Logistics Coordinator on a weekly basis.

Fleet Management:

• Support in management of Maiduguri vehicles and drivers.
• Communicate with program team regarding vehicle movement schedules and also inform all Maiduguri staff any changes in the vehicle movement schedules.
• Coordinate all flight bookings from staff both for fixed wing & helicopter.
• Conduct regular meetings with drivers emphasizing the importance of Safety & Security.
• Ensure all vehicles are very well maintained and keep communicating with the supplier as regards to the maintenance of the vehicles.
• Ensure that all vehicles must have first aid kits, fire extinguisher, spare tires and an emergency kit.
• Ensure that all drivers maintain the daily log sheets signed at all times of movement.

Others:

• Be aware of the security context within SIF working areas and wider region, providing information to the Logistics Coordinator.
• Attend to any other logistical or program duties as deemed necessary by the Logistics Coordinator.
• Make regular / frequent field visits to give support to Ngala Field Logistics Officer and Storekeepers.

Qualifications and Experiences

• Diploma / NCE level;
• English is mandatory (fluency in writing, reading & speaking). Understanding of French, Hausa and Kanuri is a plus
• 2 years of professional experience in Logistics / Procurement position, preferably in INGO;
• Good working knowledge of computer packages, including MS Office (MS Word, MS Excel, MS Power Point, Outlook, SAGA systems accounting package and others);
• Strong interpersonal and communication skills ;
• Strong analytical and problem solving skills;
• Stress tolerance, Team Player, Working in a multi-cultural set-up;
• Attention to detail, Proactive and reliable, Able to work with limited supervision;
• Willingness to travel to remote and/or insecure locations if needed.

Working Place:

• The position is based in Based in Maiduguri with possible visits to project locations.