Logistics Intern at Premiere Urgence Internationale (PUI)

General Objectives

• The Logistics Intern  Supports the Logistics team in activities linked to the day to day management of Fleets, procurements, equipment, store and premises while supervising the cleaners and the Drivers 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 Logistics Officer.

Responsibilities and Tasks
Procurement:

• In collaboration with Logistics officer and the procurement team, the logistics intern will support in streamline the procurement & delivery process.
•  Assist in the receipt of procurement requests, clarification of requests as needed, and completion of purchase orders.
• Support in organizing the procurement process.
• Support in seeking products that offer good value for money and negotiating the best prices
• Assist in following up on order processing to ensure timely delivery is made.
• Assist the Logistics Officer in controlling the quality and quantity of all supplies ordered and delivered.
• Support to ensure good relationships are established with local suppliers
• Respect PUI procedures in all procurement activities.
• Assist in the preservation of a proper paper trail and the filing of all procurement documents.
• Support in facilitating proper tracking of all supplies received and ensuring related documents (delivery notes, waybills) are properly filed and copies forwarded to the Procurement Officer.
• Support in updating the price list on monthly base 
• Support in the archiving of procurement files and contracts are in compliance with PUI procedures

Fleet:

• Assist the Logistics officer to ensure that the administrative documents for all vehicles are available, filed and monitored.
• Support in organizing the schedule of vehicle movements and drivers at Abuja office level. 
• Assist the Logistics Officer to report all cars incidents and prepare the reports.
• Support in the llocation of vehicles to the staff during the working hours
• Assist in updating the daily movement board (Airport dropoffs/pickups and movement within/outside the town)
• Support to maintain data and update records of all vehicles
• Fill the vehicle card of pointing on a daily basis
• Support to repare duty roaster for the drivers

Premises:

• Assist in the organization and supervision of cleaning (and, if necessary, regular disinfection) of premises and storage areas.
• Support to ensure the staff collective space is in good working condition (tidiness, water, equipment functioning...)
• Support to ensure the timely repair of whatever is needed in the Abuja office and guesthouse
• Assist to ensure that all documentation for bills such as electricity, DSTV, etc. is compiled and shared with the logistics officer and submitted to procurement for payment.

Equipment:

• Assist in codifying all PUI equipment according to PUI procedures.
• Suppot to locate every equipment and check the availability of the equipment on a regular basis in all designated places.
• Support 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.
• Support to update the inventory list and the Abuja asset register.
• Assist to Issuance of laptops and phones to new arrivals on the mission.
• Support to supervise the loading and unloading of goods/materials

Store Management:

• Support to manage and organize the reception, storage, and dispatch of all supplies at the store.
• Assist to ensure all requests for stock are sent and delivered to the requesters in a timely manner.
• Support to monitor the quality of products at the time of reception, in coordination with the supplychain team
• Assist to regularly monitor the quality of products during storage. Pay special attention to expiration dates (if applicable).
• Assist with monthly rolling stock takes and the annual stock take, reconciling inventory records with physical counts and sharing the monthly report with the logistic officer.
• Issues all the required office items to staff.

IT / Communication:

• Support in ensuring daily monitoring of all internet modems and equipment to ensure they are operational and charged.
• Assist to communicates maintenance needs of all IT equipment (computers, printers, e.t.c), to the IT Officer.
• Support in ensuring that all staff receieve their monthly airtime both for personal line and CUGs.

Documentation and Reporting:

• Give daily report to the Logistics Officer about the progress of the logistics activities
• Support in archiving and centralizing logistics files related to his domain
• The tasks and responsibilities defined in this job description are nonexhaustive and can evolve depending on the project’s needs.

Priorities of the Department:

• Fleet management optimization
• Archiving procedures improvement
• Motor pool management

Mandatory Requirements 
Education Degree:

• Higher Diploma or Graduate in a related field.

Work experience:

• Not applicable 

Language skills:

• Fluent In English

Technical skills:

• Ability to work on multiple tasks, receptive and quick to understand

Computer skills:

• Good knowledge of the MS office software including Word, Outlook and Excel.

Assets:

• Interests: Commitment to the NGO values and principles

Transversal skills

• Ability to be multitasking 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