Logistics Officer at Premiere Urgence Internationale (PUI)

General Objective

• Under the supervision of the Base Manager the Logistics Officer ensures and supports the procurement, maintenance, and follow up of PUI equipment, goods and premises. 
• He supports activities linked to fleet, assets, movement, IT, communication and reporting according to PUI standards and procedures in order to ensure optimal running conditions of logistic activities. 
• He / She works under direct supervision of the Base Manager

Responsibilities & Tasks
Equipment:

• Dispatch the equipment on the base according to the needs, and update the equipment list accordingly
• Ensure that the assets are properly maintained and maintenance intervals and procedures are respected
• Monitor and facilitate repair orders
• Inform his/her direct supervisor in the event of an incapacity to carry out the work requested which requires the intervention of a daily worker or specialized technician
• Ensure the equipment and machines used by teams are cleaned and kept in good condition.
• Records all PUI equipment in the Equipment follow-up sheet
• Ensures that all allocated equipment are duly recorded in the staff asset form
• Follow-up the maintenance of all equipment according to the planning and PUI procedures
• Ensure the correct use of all equipment and provide training to PUI staffs or contractors if necessary
• Communicate equipment needs and damages to the Deputy logistics Manager.

Procurement Management:

• Ensure that procurement is carried out in accordance to PUI and donor-specific polices
• Ensure to the program teams the timely procurement of supplies, services, equipment from vendors and service providers whilst ensuring best practice and audit compliant records
• Follow-up on order processing to ensure timely deliveries are done
• When collecting the purchased items, ensure a quality and quantity control for all supplies ordered at the supplier store
• Facilitate proper tracking of all supplies received and ensure related documents (delivery notes, waybills/goods received note) are properly filed and copies forwarded to the Deputy Logistics Manager
• Update price lists and vendor databases
• Control Premiere Urgence Internationale purchase procedures
• Verify and process quotation requests and EQRs
• Compose and archive purchase folders
• Implement purchases, monitoring adherence to validation regulations and procedures
• Collect necessary documents from other department regarding procurement process
• Advise the Deputy Logistics Manager on procurement-specific issues and/or improvements
• Negotiate prices, deadlines and methods of delivery
• Ensure that relationships with suppliers are monitored and cordial
• Serve as secretary on the procurement committee in relation to drafting framework agreements.

Store Management:

• 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 different department
• 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
• Plan warehouse layout and space requirements (to prevent loss or damage and achieve warehouse optimization) and organize the implementation.

IT / Communication:

• Follow-up and update communication credit for the whole mission
• Communicates maintenance needs of all IT equipment (computers, printers, etc.) and proposes solutions to the Base Manager
• Assist workers or specialized technicians if needed
• Follow up the quality of service provision for internet and equipment maintenance

Documentation and Reporting:

• Give daily report to the Deputy Logistics Manager about the progress of the logistics activities
• Archive and centralize logistics files related to his domain

Team Management:

• Organize the guards schedules in the premises
• Plan and follow up the activities of the staff under his/her line management
• Identify the needs for trainings and prepare relevant training material for the logistics department
• Run the performance appraisal of the staff under his/her supervision
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Priorties of The Department:

• Recruitment, training and organization of the base logistic team
• Increase the anticipation, reactivity of maintenance and general equipment of base facilities
• Assist the Deputy Log Manager Ensuring PUI logistic tools and procedures are implemented at the field level and are followed. 

Requirements

• Candidates should have a B.Sc Degree with 2-5 years work experience.