Logistics Assistant - Fleet & Maintenance at Premiere Urgence Internationale (PUI)

Location: Monguno, Borno

General Objective

• The Logistics Assistant - Fleet and Maintenance ensures and supports the Logistics Officer Monguno in activities linked to assets, premises, fleet, security and motorized equipment use according to PUI standards and procedures in order to have the material, infrastructure and vehicles in optimal running conditions.
• He / She works under direct supervision of the Logistics Officer.

Responsibilities and Tasks
Fleet:

• Assist the Logistics officer to ensure that the administrative documents for all vehicles are available, filed and monitored
• Organize the schedule of vehicle movements and drivers at Coordination base level
• Assist the Coordination Logistics Team to report all cars incidents and prepare the reports
• Organise monthly meeting with PUI drivers on sensitiztion of PUI safety and guidelines
• Ensure  the daily, weekly and monthly checks on all PUI vehicles according to PUI fleet guidelines
• Assist Logistics officer on vehicle estimate for the month and process the  monthly vehicle statement
• Allocation of vehicles to the staff during the working hours
• Provide assistance and support on vehicle repair and management
• Update the daily movement board (Airport drop-offs/pick-ups and movement within/outside the town)
• Assist the Logistics officer for cargo movements across all the bases
• Ensure that vehicle log books are maintained
• Maintain data and update records of all vehicles
• Ensure that office vehicles are checked daily and road worthy
• Ensure that regular service schedule and maintenances are carried out
• Ensure proper monitoring of diesel for generators
• Ensure all generator files (diesel reception, generator fueling follow-up, generator time sheet etc.) are well managed
• Ensure proper maintenance and repair of generator fleets when due for servicing
• Fill the vehicle card of pointing on a daily basis
• Prepare duty roaster for the drivers
• Ensure that all requirements stated in the vehicle rental contract are duly implemented and communicates any discrepancies with the Logistics officer

Equipment:

• Dispatch the equipment on the base according to the needs, and archive the waybills accordingly
• Support the Logistics officer to make sure the assets are properly maintained and maintenance intervals and procedures are respected
• Monitor and facilitate repair orders as assigned by the logistics officer
• Assist workers or specialized technicians if needed
• Ensure the equipment and machines used by teams under his / her supervision are cleaned and kept in good condition
• Ensure the daily workers attendance follow up and edit the attendance sheets
• Prepare the payments files of daily workers in his/her domain of supervision before submitting to Finance department
• Ensure guards and daily workers have all required safety equipment (safety shoes, gloves and glasses if applicable)

Security:

• Report potential fleet or security incidents to the Logistic Officer
• Prepare the duty roaster for the guards
• Ensure the guard duty report are properly checked
• Ensure all the security light  in the office/guesthouse compounds are functioning properly
• Support the Logistics Officer to supervise the guards to ensure the security lights are ON at night then OFF in the day time
• Ensure monthly meeting with guards on security and safety tips under the guidiance of the Logistics officer
• Follow up the security equipment (fire extinguishers, torches, cameras, radio equipment….) for replacement and servicing wherever necessary
• Understand and obey traffic law and regulations and sensitize drivers on their implementation
• With the delegation of the Logistics officer, prepares the monthly planning/replacement of Guards and submit to Logistic Officer for validation.

Documentation and Reporting:

• Give daily report to the Logistics Officer about the progress of the logistics activities
• Archive and centralize logistics files related to his/her domain
• Update and share the monthly fire extinguisher follow-up
• Update and record the vehicle, generator and fuel follow-up regularly and send to the Logistics officer on a monthly basis

Priorities of the Department:

• Optimization of the utilization of the vehicles and energy supply
• Sizing of the motor pool

Qualification & Required Skills
Mandatory Requirements:

• Education Degree: Diploma or graduate in logistics relevant field
• Work experience: Minimum 6 months with INGO in similar field
• Language skills: Fluent inEnglish & Hausa; strong knowledge in Kanuri is an asset

 Knowledge and Skills :

• Logistical skills
• Team management
• Knowledge of institutional donors procedures (UE, OFDA, ECHO, AAP, UN agencies…)
• Computer skills : Pack Office and any other software

Assets
Transversal Skills:

• Commitment to the NGO values and principles
• Initiatives taker
• Independent worker
• Rigour
• Honesty