Deputy Logistics Coordinator at Premiere Urgence Internationale (PUI)

General Objective

• The Deputy Logistics Coordinator assists the Logistics Coordinator (Log Co) in ensuring the smooth functioning of logistics at mission level. He/She contributes to making the resources which are necessary for carrying out the programs are available and actively participates in the mission’s safety & security management.

Responsibilities and Tasks
Assist in Ensuring the Security of Goods and People:

• Support the Logistics Coordinator to define the mission’s safety management tools, in collaboration with the Field Coordinators concerned.
• Assist in ensuring that general rules and safety plans for the mission and for the bases are put in place and respected and make sure everyone (expatriate and local) is familiar with and understands the general rules and safety plans
• Under direct supervision of LogCo, Ensure that the material and personnel resources on-site are sufficiently adapted to the level of safety which is judged to be optimal in the bases and among the teams in the field
• Participate in collecting safety information in the PUI’s operation areas and communicates these in accordance with the channels defined (LogCo, Security Advisor, HoM, +/-others)
• Participate in analyzing the mission’s safety circumstances and conditions, alert and may propose mitigating solutions to the Logistics Coordinator concerning potential changes relating to risks as well as measures to be put in place
• 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).
• Support the logistics Coordinator in different assessments such as logistics, site, and security assessments.
• Perform security briefings for new staff joining the coordination team on the organization’s security guidelines.
• Present the security situation in all areas of PUI intervention during meetings and most especially during Monday morning briefing for all coordination staff and remind staff about the security measures and SOPs.

Support in Managing the Supply Activities

• Purchases:
  • Assist the Supply Chain Manager in guaranteeing that purchase procedure are respected in the field and the capital, from the direct purchase to the national call for offers, and helps in supervising the purchasing process for the whole of the mission
  • Work in close collaboration with the person requesting the purchase, with strong technical specificity, and carry out the appropriate conformity tests
  • Help the Supply Chain Manager in ensuring that contracts signed are adequate in terms of effectiveness and protection of the PUI procedures
  • Help the Supply Chain Manager in consolidating/updating the mission’s price catalog for the mission’s operation areas
  • Assist the Supply chain Manager in ensuring that purchase files are correctly archived.
  • Check and validate PRs under the logistics sections.
  • Follow up closely on the budget availability and the procurement plan
• Shipment:
  • Assist the Supply chain Manager in choosing the mode of transport and the packaging of the merchandise
  • Liaise with the Supply Chain Manager to plan and supervise the shipment and delivery of materials up to their final destination.
  • Liaise with the Logistics Officer for the shipment of merchandise coming from Abuja and help in supervising the potential process involved with clearing customs.
  • Ensure all the legal, logistics, and security documents are available before transporting shipments or supplies to the deep field locations.
• Stocking:
  • Assist in guaranteeing the management and monitoring of the mission’s stocks, according to PUI’s procedures and tools
  • Assist in ensuring that the PUI procedures and tools are known to and understood by everyone and are applied on all the mission’s bases
  • Ensure that stock cards, stock register, and waybill tools are in place and well up to date
  • Ensure that stocks are carried out timely and according to the PUI’s procedures (location, layout, and salubriousness)
  • Assist in organizing fluxes in merchandise, making sure that the goods received are of a certain quality, and carry out physical checks of stocked merchandise
  • Assist in ensuring the movement/transfer of documents is properly referenced
• Record / Filling:
  • Assist in ensuring the procurement/supply chain files are kept well in chronological order and are available all the time for audit trials.
  • Ensure all logistics-related documentation is properly filed and easily located and retrievable when needed both hard and soft copies.

ICT Equipment And Energy Management:

• Support the LogCo in defining the mission’s technical needs on each base and make sure that their funding is possible, especially when new projects are being planned.
• Provide technical recommendations on the choice of computer equipment, tele/radio communication equipment, and energy supply when needed
• Support in creating utilization procedures and training 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
• Assist in the installation of equipment and ensure they run smoothly and are maintained
• Ensure any necessary repairs are duly carried out.
• Ensure proper and efficient usage of PUI fuel by making sure proper fuel consumption monitoring and tracking systems are in place.
• Conducting energy assessments in all PUI facilities to ensure proper load and energy balance.
• Working closely with the IT Officer to ensure all backups are in place for PUI data as well as all needed software are available and functional.

Supporting the Bases (Premises/Installation/Redeployment/Normal functioning/Closing):

• Actively contribute to the opening and closing of base(s) and potential redeployment.
• Support the LogCo in the organization of logistics factors (installing equipment, building research etc)
• Support the LogCo in defining and carrying out the necessary rehabilitation and installation on different bases.
• Conduct premises assessment, identification, selection, and preparation of lease agreement for all premises.
• Properly track all lease premises contracts and agreements and ensure timely renewals and termination notification to the owner in case of non-renewal.
• Ensure all premises rent payments are being processed and payment made at the right time.
• Liaise with the Landlords to resolve challenges related to the premises such as repairs, maintenance, and rehabilitation.
• Responsible for checking and ensuring compliance with all government requirements related to leasing premises as well as making sure all premises-related documentation is available and verified before signing a contractual agreement with a Property owner/ Landlord.
• Provide support to the bases in all technical areas of logistics
• Ensure all the needed support is available to the bases for the proper functioning of the logistics department.

Ensuring The Circulation of Information, Coordination, and Representation of Logistics Issues:

• Support the LogCo in ensuring that logistics information is effectively circulated between teams on the field, the capital, and headquarters.
• Participate in writing internal reports for everything concerning the logistics of the mission such as the weekly updates and Monthly Logistics Pack.
• Work closely with the Logistics Managers and the Supply chain Manager as well as logistics Officers to get the right information from their bases to feed into the logistics reporting tools.
• Support logistics coordination at the mission level by regularly visiting bases, checking, monitoring, training, etc.
• Participate in the financial and administrative management of the Logistics Department
• Participate in 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 an audit that is either forthcoming or already underway
• Externally, Represent PUI among authorities for any questions concerning logistics orders (registering equipment, customs etc).
• Ensure timely and frequent meetings with the logistics team members across the mission and share the minutes as well as updates with the logistics Coordinator.

Supervising And Managing Logistics Teams:

• Contribute to the supervision of the whole Coordination Base logistics team, directly or otherwise Contribute to work meetings, mediates potential conflicts, define priorities, and plan activities
• Participate in the recruitment of the logistics team.
• Contribute to the training of local and international members of the logistics team who are in the Coordination or on the bases of the procedures and tools of PUI.
• Build the capacity of the local staff over best procurement, best warehousing, and distribution practices.
• Conduct performance reviews regularly and provide feedback to the LogCo.

Providing Technical Support in Equipment and Fleets Management:

• Ensure all PUI Assets are properly managed according to the equipment management procedures.
• Ensure proper documentation for all PUI equipment working closely with the Logistics and the IT Officer.
• Supervise and monitor physical asset verification exercises throughout the mission.
• Ensure all PUI fleets are roadworthy with all the needed documents up to date as well as all Driver’s licenses are up to date in collaboration with the fleets Assistant.
• Support technically during Vehicle assessments to ensure the Vehicles is in good condition with the appropriate documentation prior to engaging a new Vehicle supplier.

Priorities of the Department

• Contribute to the finalization of the setting up of all logistics procedures and systems at Coordination level with the support of the logistics coordinator
• Train local members of the Coordination Base logistics team on PUI procedures and tools

Mandatory Requirements
Education Degree:

• Minimum of Bachelor of Sciences Degree or its equivalent in Engineering, Economics, Public Administration, Management, Social Sciences, or any other relevant field.
• Master's Degree in Political Science, Sociology, International Relations, International Economics, Law, Public Administration, or other related Social Sciences is an added advantage

Work Experience:

• Minimum of 2 Years in a relevant field with an INGO

Language Skills:

• Fluent in English and Hausa, Kanuri is a plus

Knowledge and Skills:

• Logistical skills
• Knowledge of institutional donors’ procedures (UE, OFDA, ECHO, AAP, UN agencies)

Computer Skills:

• Microsoft Pack Office and any other software

Assets
Interests:

• Transversal Skills:
  • Ability to work independently while taking initiatives and showing a sense of responsibility
  • Ability to withstand pressure and volatile environment
  • Sense of diplomacy
  • Analytical skills
  • Good communication skills
  • Team management
  • 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