Deputy Base Logistician at Premiere Urgence Internationale (PUI)

Location: Maiduguri, Borno State
Under the direct supervision of: Base Logistician

General Objective

• Under the supervision of the base logistician, s/he will oversee the functionning of the logistics department in Maiduguri, including the supply chain process and the management of the resources (equipment, good, premises, etc.)

Responsibilities and Tasks

• He/she ensures a correct supply chain process in compliance with PUI procedures
• He/she ensures the optimal use of the resources allocated to activities
• He/she assist the Base Logistician in reporting and dissemination of information
• He/She supervises the Procurement officer and the Logistic officer
• He/she temporarily takes on the basic tasks of the base logistician in his/her absence.

Team Management:

• He/She Supervises the activities of the logistics officer and procurement officer and supports the various logistics sections.
• He/She assists the base logistician to ensure a good collaboration with the various services of the base of Maiduguri.
• He/She participates to the recruitment process of the staffs under his/her direct supervision.
• He/She supports the logistic staff in the fulfillment of their duties
• He/She trains the staff under his supervision on logistic matters
• He/She solves team conflicts, if any, and ensure team building
• He/She conducts appraisals every six months for the staff under his/her supervision with definition and follow-up of clear objectives
• He/She ensures that her/his operational team complies with PU internal rules (disciplinary management when needed).
• Under the direction of the base logistician, he/she ensures a good communication, coordination and information level within the team through regular coordination meetings, formal reporting (or other if needed).
• He/She implements and follows up internal safety and security rules/protocols for her/his team and transmits all safety and security information to his/her supervisor

Supply Management:

• He/She supports the procurement officer in the update of price lists and supplier files
• He/She ensures that PUI purchasing procedures and those from donors funding the programs are respected by the procurement staff
• He/She establishes and update purchasing timelines, taking into consideration procurement plans, operation timelines and contextual and procedural logistical constraints
• He/She supervises the preparation of purchasing documents and submit contracts to his/her supervisor
• He/She participates in the drafting of call for tenders
• He/She ensures that the selection of suppliers, negotiation of prices, respect of deadlines and delivery methods are conducted thoroughly by the procurement staff
• He/She ensures that purchasing documents are complete and archived in line with PUI procedures

Vehicle Fleet Management:

• He/She participates in the negociation of vehicle rental contracts
• He/She ensures that the planning and execution of maintenance and repair work on vehicles
• He/She establishes vehicle movement schedules
• He/She ensures that all drivers have received general training and carry out regular testing
• He/She ensures that drivers are aware of their obligation to adhere to PUI safety rules and procedures
• He/She ensures that vehicle log books are in place and are used correctly
• He/She ensures that all vehicles have accompanying administrative documents and that these are correctly filed and monitored

Equipment/Telecommunications/IT Management:

• He/She performs a bimonthly verification and counting of assets and provides a written report to the supervisor.
• He/She maintains a list of inventories of PUI's assets and their rational use.
• He/She optimizes distribution of materials according to task needs
• He/She organizes the installation, safe-guarding and monitoring of materials
• He/She ensures communication means are adequate and that they are regularly maintained
• He/She ensures that PUI staff are trained to use correctly these communications means
• He/She ensures the maintenance and correct use of IT equipment

Others:

• In connection with the services concerned, ensure that the office and guest house are well maintained and functional.
• He/She ensures that the contents of the hibernation kits are up to date and make the necessary purchases for their renewal.
• He/She ensure the classification of all the logistical documents of the Maiduguri database
• He/She ensures the quality of logistics monthly reports and their timely transmission

Required Skills
Mandatory Requirements:

• Language skills: Fluent in English, Fluent in Hausa
• Knowledge and skills: Pack Office, Computer maintenance, Leadership skills and ability to take decisions
• Education degree: Logistics, Technical degree

Work Experience:

• One year experience in NGO
• Team supervision is an asset
• Other requirements
• Commitment to the NGO values and principles
• Rigor and organization
• Attention to detail
• Ability to adapt or change priorities according to the changing situation within a mission or the organization itself
• Able to manage stress and pressure
• Teamwork and team management
• Diplomacy and problem solving
• Honesty and integrity