Logistics Assistant – Premises & Storage at Premiere Urgence Internationale (PUI)

Contract start date: 10 th August, 2020

OVERAL MISSION

General objective
The Logistics Assistant Premises & Storage ensures and supports the Logistics Coordinator in activities
linked to the day to day management of equipment, store, premises (cleaners and cooks) and reporting according to PUI standards and procedures in order to have the Abuja office in optimal running conditions. He / She works under direct supervision of the Coordination Logistics Officer
RESPONSIBILITIES AND TASKS
A. PREMISES

• Organize and supervise cleaning (and regular disinfection if necessary) of premises and storage spaces
• Ensure the staff collective space is in good working condition (tidiness, water, equipment functioning….)
• Check and supervise the maintenance of the various open spaces (gardens, courtyards...) and ensure that domestic waste is correctly discarded.
• Ensure the timely repair whenever needed in the Abuja office and guesthouse
• Ensure that all documentation for bills such as Electricity, DSTV etc are compiled and shared with the Logistics officer and submitted to procurement for payment

EQUIPMENT

• Assist in codifying all PUI equipment according to PUI procedures
• Locate every equipment and check the availability of the equipment on a regular basis in all designated places
• On a regular basis check that all equipment are working properly (water dispenser, gas cooker, printer, scanner, micro vave, refrigerators…)
• Inform the line manager in case of equipment dysfunction under the cooks / cleaners  responsibility
• Ensure that all the machine’s paper (printer, scanner) and water dispenser are full
• Supervise the loading and unloading of goods/materials

C. STORE MANAGEMENT

• Stand as the focal point for all issues regarding the warehouse/store for the coordinatiion office
• Ensure the formal communication linked to the store within the coordination office stationeries and consumables
• Manage and organize the reception, storage and dispatch of all supplies at the Coordination base store
• Ensure all requests of stock are sent and delivered to the requesters in a timely manner
• Communicate all delays or variances in inbound/outbound freight to the appropriate parties
• Monitor the quality of products at the time of reception, in coordination with the Supply-chain Team
• Regularly monitor the quality of products during storage. Pay special attention to expiration dates (if applicable)
• Plan warehouse layout and space requirements (to prevent loss or damage and achieve warehouse optimization) and organize the implementation
• 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
• Issue all required office items to staff

IT/COMMUNICATION

• Ensure daily monitoring of all internet modems and equipment to ensure they are operational and charged.
• Communicates maintenance needs of all IT equipment (computers, printers, e.t.c), to the IT Officer.

DOCUMENTATION AND REPORTING

• Give daily report to the Logistics Officer about the progress of the logistics activities
• Submit the monthly reports that apply to his / her domain to the Logistic Officer
• Archive and centralize logistics files related to his domain
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Priorities of Department
Optimization of the accommodation and office spaces
Ensure the premsises safetyinventory and asset management

QUALIFICATION & REQUIRED SKILLS

MANDATORY REQUIREMENTS

Language skills: Fluent in English
Education Degree: National Higher Diploma, or any University Degree in a related field
Work experience: Minimum 1 year experience in a logistics department, preferably with an
INGO
Technical skills : Previous experience in general Logistics, premises and/or Inventory
management, team management skills
Computer skills: Good knowledge of the MS office software including Word, Outlook and Excel.
ASSETS
INTEREST
Commitment to the NGO values and principles
TRANSVERSAL SKILLS

• Ability to be multi-tasking and willing to extend his/her scope of work
• Able to take initiative to deal with difficulties encountered in daily work
• Independent worker, team player.
• Good management of time and of priorities
• Rigour, honesty and reliability