Logistics Assistant at Premiere Urgence Internationale (PUI)

General Objective

• Under the supervision of the Logistics Officer, the Logistics 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.

Responsibilities and Tasks

Equipment:

• Codify all PUI equipment according to PUI procedures
• Assist the Logistics 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 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
• Supply stationery items requested to every department
• Inform his direct supervisor in the event of stationery stock replenishment.

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 maintenance is 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.

Storage:

• Ensure the formal communication linked to the store within the base - stationeries and consumables
• Ensure that storage space is available at the base store
• Communicate all delays or variances in inbound/outbound freight to the line manager
• Express his / her needs for daily workers to the Logistic Officer
• Assist with monthly rolling stock takes and the annual stock take, reconciling inventory records with physical counts and sharing the monthly report to the Logistic Officer.

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 centre, etc.)
• Assist the Logistics Manager for 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

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

• Plan, organize, and implement maintenance/repairs as within PUI guidelines
• Increase the anticipation, reactivity of maintenance and general equipment of base facilities
• Ensure the implementation of PUI logistics tools and procedures following PUI procedures

Qualifications & Required Skills

Mandatory Requirements

• Education Degree: Secondary Education, B.Sc or HND preferable, and certificate in any logistics field is an asset.
• Work experience: A previous experience of 6 month in logistics work is mandatory. Previous experience in NGO is an asset.
• Language skills: Fluent in English, basic knowledge in Hausa and Kanuri

Asset:

• Transversal Skills
• Commitment to the NGO values and principles
• Initiatives taker
• Flexibility
• Teamwork
• Independent worker
• Diplomatic and open-minded
• Rigor
• Honesty
• Good physical condition.