Logistics & Admin Assistant at Premiere Urgence Internationale (PUI)

Locations: Pulka, Borno
Nationality: Nigeria Nationals Only
Number of Position: 01
Duration of Contract: 10 Months (with possible extension)
Starting date: ASAP

General Objective

• Under the supervision of the Logistics and Security Liaison Officer, the Logistics & Admin Assistant performs or oversees repair/maintenance/building work within agreed deadlines.
• S/he will be responsible for the smooth running and prevention of the break down/deterioration of PUI equipment/installations/facilities, and for collecting, recording and archiving all related documents concerning procurement.  

Responsibilitis and Tasks
Equipment:

• Codify all PUI equipment according to PUI procedures
• Locate every equipment and check the availability of the equipment on a regular basis (including security equipment)
• Assist the Logistics and Security Liaison Officer in recording all equipment in the Equipment follow-up sheet
• On a regular basis check that all equipment are working properly (water dispenser, printer, scanner…)
• Inform line manager in case of equipment dysfunction
• Ensure that all the machine’s paper (printer, scanner) and water dispenser is full
• Assist the Logistics and Security Liaison Officer in the equipment dispatch
• Assist the loading and unloading of goods/materials
• Control the generators’ fluids and inform his/her line manager in case of any problem
• Ensure the fueling of all generators or assist the guards
• Collect all internal request of stationary items from every department
• Support the Logistics & Security Liaison officer in the supply of stationery items requested to every department
• Inform his direct supervisor in the event of stationery stock replenishment.

Fleet:

• Assist the Logistics and Security Liaison Officer for the follow-up of the rented cars and their pointing
• Ensure all requested cars are in good state and running well
• Ensure the night driver and week-end drivers program are set up correctly
• Assist the Logistics and Security Liaison Officer in PUI’s car movement follow-up
• Hold monthly meeting with the drivers.

Premises:

• Regularly inspect PUI’s premises to assess what work is necessary
• Inform his/her direct supervisor of any problems or breakdowns noticed in PUI’s premises
• Carry out maintenance and small repairs on PUI’s premises and infrastructures (base, stock, warehouse, health care center, etc.)
• Assist the Logistics and Security Liaison Officer in making sure all premises have security equipment (fire extinguishers, sand buckets…)
• Ensure all doors have spare keys and store in the logistics keys cupboard
• Ensure all wall have barbed wire and maintained in good state
• Carry out interventions as indicated by his direct supervisor
• Inform his/her direct supervisor in the event of an incapacity to carry out the work requested which requires the intervention of a worker or specialized technician
• Assist workers or specialized technicians if needed
• Supervise the guards schedules in the premises 

Procurement:

• Collect purchased items from the suppliers stores
• Collect necessary documents from other department regarding procurement process
• Collect information such as prices, administrative information from the suppliers
• Verify and process quote requests and EQRs 
• Prepare and archive purchase folders

Storage:

• Ensure the stock card are always kept updated.
• Carry out monthly  physical inventory of items in the stock and update the stock report 
• Make sure the stock is arranged in such a way that is easy to count and aisles are accessible
• Ensure that all items in the stock are properly stored using pallets or shelves
• Ensure that programs stock have been released before the closure of the project
• Ensure the stock report are updated and shared with the Logistics and Security Manager on a monthly basis
• 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 

• Plan, organize, and implement maintenance/repairs as within PUI guidelines
• Supervise and manage the premises/facilities at Pulka
• Implement all repair and building work within agreed deadlines level
• Qualifications & Required Skills

Mandatory Requirements
Education Degree:

• University Degree (Minimum of B.Sc. or HND) in Logistics, Engineering or any relevant field.
• Certificate in electricity, carpentry or plumbing or any other professional qualification is an added advantage.

Work experience:

• A previous experience in technical work (carpentry, electricity or plumbing) is mandatory.
• Previous experience in procurement and previous experience in NGO are an asset. 
• 1 year minimum of previous relevant experience in a logistics function and preferably in an NGO.

Language skills:

• English / Hausa 

Computer Skills:

• Very good knowledge in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams, SharePoint, etc.)

Knowledge and skills: 

• Commitment to the NGO values and principles
• Flexibility
• Stress Management
• Results
• Teamwork
• Service
• Good health and physical condition
• Diplomatic and open-minded
• Rigour 
• Honesty

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

Analytical Skills:

• Capacity to adapt and organizational flexibility
• Organization, rigor and ability to meet deadlines
• Ability to work and manage affairs professionally, and with maturity
• Ability to represent the activities and mandate of PUI before local authorities and suppliers
• Ability to work with different partners in a spirit of openness, and with adaptable communications strategies.