Job Openings at Premiere Urgence Internationale (PUI)

General objective

• The Base Logistic Manager (National) is responsible to manage the logistics department in Mashi - Katsina under the direct supervision of the Field Coordinator and with the technical support of the Logistics Coordinator, in order to support the implementation of the programs activities on a timely and good quality basis, and in compliance with PUI procedures and donors’ guidelines.

Responsibilities and Tasks

• Team Management: He / She oversees the recruitment, training, organization and management of logistics teams (PUI employees and potential daily workers), giving direct supervision to the national team and building capacities of the staff
• Base logistical support: He/She oversees all the necessary logistical operations to ensure the proper opening and the proper functioning of the base, and ensures the roll out of standard internal logistic procedures.
• Assets and premises: He/She ensures the good management of all the equipment’s, including fleet and premises at base level in compliance with PUI procedures and donors’ guidelines
• Safety & Security: He/She assists the Field Coordinator with safety & security management. He/She is directly responsible of the daily, concrete aspects of the base’s safety management.
• Coordination, reporting and dissemination of information: He /She coordinates with the different department (program and admin) and ensures all the reporting and information is compiled and disseminated among concerned services.
• Capacity building: Coach relevant deputy logistics manager and logistic staffs. Facilitate the development of a high quality of logistics staff, which fully addresses the roll out and consolidation into their daily work.

Specific Objectives and Associated Actions

Team Management:

• He/She design the team set-up and size according to the support needs of the base.  He/She oversees the hiring process of the whole logistic team and participates in any decision related to the termination of employment contracts of national employees.
• He/She supervises and manages directly his/her team
• He/She guides the work of the logistics teams, tracks the realization of their objectives, and leads the mid-term and final staff evaluations.
• He/She ensures compliance with the Internal Rules of Procedure of PUI on the site.
• He/She assumes or delegates responsibility for the induction of new members of his team, ensuring the project and base context, the relevant PUI tools and policies are well understood
• He/She completes basic training programs for base logistics team and identifies additional training needs and sets up adequate training programs (organizational support, methodology, and technical support as the case may be organization of training sessions).
• He/She prepares the job profiles of national employees under his/her immediate supervision.

Provide Logistics and Supply Chain Support at Base Level:

Logistics Support:

• He/She ensures the proper opening of the base which includes : finding adequate infrastructures and furniture, ensuring procedures and premises meet basic PUI security requirements, ensuring the supply of all necessary material to launch the activities setting up and implementing internal logistic procedures on the base (especially market analysis and supply procedures)
• He/She ensures that the needs of the site are met (support, programming) and reports the needs to the Field Coordinator, while making sure that all donor and internal procedures are respected, and that commitments are in line with available budgets.
• He/She ensures that the site is equipped with the minimum of infrastructure (offices and housing) necessary for execution of the work and accommodation of teams, in optimal conditions of safety.
• He/She oversees the vehicle fleet, and more globally ensures its proper functioning, as well as the maintenance of all equipment belonging to the site.
• He/She organizes the movement of vehicles on a weekly basis.
• He/She ensures adequate storage arrangements for all property and equipment.  He/She ensures proper delivery of all purchases planned for the operational sites.
• He/She prepares and updates the inventory of supplies and equipment for the site, and submits it to the Log Coordinator.

Supply Chain:

• He/She guarantees that procurement procedures are respected according to the donors’ and PUI’s guidelines.  He/She guarantees the validity of all the procurement files according to PUI’s SC policy by regular visits of control (direct check of the folders
• He/She works in close collaboration with the person requesting the purchase, with strong technical specificity, and carries out any appropriate conformity tests if required.
• He/She centralizes and optimizes the grouping of purchases
• He/She is responsible of the procurement validation in order to guarantee the respect and the good application of PUI procedures before submitting to the SCM
• He/She checks and analyses the purchase follow up every week and gives some support to the logisticians if issues are identified.
• He/She supervises the identification and referencing of suppliers
• He/She ensures that purchase files are correctly archived and sent to coordination on time (correlatively with Accounting files)
• He/She contributes to plan and eventually supervise the shipment and delivery of materials/equipment up to their final destination.
• He/She ensures the movement/transfer of documents is properly referenced.

Assets and Premises’ Management:

• He/She ensures that all the assets affected to Base are properly identified and registered in compliance with PUI procedures and donors’ guidelines.
• He/She ensures the good use and maintenance of all assets at Base level in compliance with PUI procedures and following manufacturers’ user manual
• He/She Coordinates the IT assets’ maintenance.
• He/She ensures the proper maintenance of all premises at Base level (guesthouse, Office, PHCC, Nutrition sites).
• He/She participates to premises’ administrative management at Base level with the support of the Base Admin Manager and under the supervision of the Base Field Coordinator.
• He/She ensures that all the energy means necessary at Base level are available and are managed in compliance with PUI procedures.
• He/She ensures the identification of the needs regarding assets and premises in the context of proposals’ writing.

Coordination, Reporting and Dissemination of Information:

• He/She is the main focal point for Program Managers at Base level for any logistics’ related issue.
• He/She ensures the good coordination with Base Admin Department to express the finance needs of Base Logistics Department.
• He/She participates to any relevant internal and external meeting at Base level and participates actively.
• He/She ensures the good technical coordination between the Base Logistics Department and Juba Logistics Coordination.
• He/She ensures the proper dissemination and archiving of all the Base Logistics Department documentation, in in compliance with PUI procedures and donors’ guidelines.

Capacity Building:

• He/She will design logistics training appropriate to the change of the needs
• He/She will work closely with the deputy logistic manager to support the design and training materials, where required
• He/She will deliver the training in an engaging and user-friendly manner, ensuring all stakeholders receive the necessary training and highlighting any issues.
• He/She will verify the full understanding of the trained staff, ensuring readiness for roll out and consolidation

Ensuring the Security of Goods and People:

• He/She ensures that the material and other resources at base level are sufficiently adapted to the safety management approach defined for the base.
• He/She participates in analyzing the base’s safety circumstances and conditions, alerts and issues recommendations to the Field Coordinator concerning potential changes relating to risks as well as measures to be put in place.
• He/She ensures that all premises at Base level are properly equipped in compliance with PUI security guidelines (hibernation kits, first aid kits and extinguishers notably).
• He/She ensures that all transportation means at Base level are equipped and used in compliance with PUI security guidelines.
• He/She participates under the supervision of Base Field Coordinator to the base security plan review and to the context follow-up.
• He/She acts as security focal point in the base when the field coordinator is absent.

Job Requirements

• Candidates should possess a Master's Degree / Bachelor's Degree / HND qualification.
• 2 - 10 years work experience.

go to method of application »

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 breakdown / 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 the 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 stationery items from every department
• Supply stationery items requested to every department
• Inform his direct supervisor in the event of stationery stock replenishment.

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.

go to method of application »

Background

• The PUI Nigerian mission was officially opened in April 2016, with a focus on meeting urgent needs, including improving access to food commodities, primary health care and nutrition for internally displaced people (IDP) and host communities (HC) living in Maiduguri metropolitan council (MMC).
• The progressive sectorial widening allowed PUI to start implementing an integrated approach from 2017 in food security, livelihoods, and nutrition and health sectors, with the support of ECH, FFP, OFDA and CIAA/CDC, in line with PUI’s global strategy. From the launch of the health care services in February 2017 to the end of April 2018, a total of 119 913 OPD consultations were reached in Bolori 2, while more than 60.000 beneficiaries have been reached by our cash project.
• In mid-2018, PUI has developed its comprehensive response by adding protection and community outreach (PCO) activities to the existing programs in Bolori 2. In the month of October 2018 only, more than 3.500 households have received door to door visit from the PCO team. In 2018, PUI has also scaled up its intervention with the opening of Monguno LGA base, with the main objectives of reducing morbidity and mortality of the most vulnerable population and promoting protection amongst the whole affected community.
• PUI has been supporting the MOH in providing primary health care services through three outreach clinics and two PHCC and in 2021 transits to support 4 PHCC in Bolori 2
• The severity of the needs and the reduction of the humanitarian access make PUI positioning in Health and Nutrition crucial, especially in Monguno where PUI has taken over some core activities from ALIMA at the beginning of 2021, after they closed their program there. At the end of 2020, PUI launched an exploratory mission, along with INGO colleagues in Zamfara State (Northwest) and has developed a strategy for its upcoming intervention in the area.
• In 2022, PUI continues with its intervention as it considers the opening of PULKA field office, with the main objectives of reducing morbidity and mortality of the most vulnerable population and promoting protection amongst the whole affected community.

General Objective

• Under the supervision of the Health PM, the Pharmacist shall ensure the overall functioning of the PUI Base Pharmacies and an adequate supply of quality medicines and medical equipment to PUI projects/pharmacies on the field.
• He must ensure proper pharmaceuticals management (storage, distribution, inventory and consumption) for the entire Base, both at the operational bases and health structures supported.
• The supply chain of medicines must be safe, reliable and documented at all levels.

Responsibilities and Tasks

Data collection, treatment and analysis:

• Monthly supervise the data collection (in / out, consumption) of bases and Health Centres and their data entry
• Ensures delivery of drugs and supplies to various sites/ facilities and appropriate use of the management document (inventory records, delivery notes, computer tools etc.)
• Ensures first aid kits/pep kits are refilled
• Be able to provide at any given time reliable information on stock, consumption, use of medicines and health products for each project.
• Maintenance of temperature/humidity for drugs

Supply management of bases and health structures:

• Supervise the delivery and receipt of goods and the quality control of drugs received.
• Inform logistics and medical services in the event of non-compliance.
• Participate in the preparation, distribution planning, transport and delivery from central stock to bases.
• Collaborate with the supply chain department to ensure the good delivery and receipt of goods and the quality control of drugs received
• Inform in advance and work with logistics department for the organization of transport of drugs to bases

Stocks Management:

• Supervises the monthly physical inventory and conduct random checkings. In case of discrepancies between physical inventory and theoretical stock, investigate and inform the Mission Pharmacist.
• Ensure a proper storage (especially conditions of temperature, humidity, light and safety), ordered (storage, classification, labelling) and secure (key access) according to the PUI Pharmacy procedures.
• Ensures that storage conditions are in line with national legislation, in particular for narcotic and psycho active drugs.
• Monitor stock management of the bases pharmacies and health facilities (in collaboration with project managers).
• Ensures the understanding and application of procedures and tools used at the base level and health facilities supported.
• Supervise the stock management of particular pharmacies (vehicles, first aid kits, etc..). Inform the Mission Pharmacist in case of irrational consumption.
• Ensure that expired or damaged items are properly put in quarantine and ensures their effective destruction.
• Ensure pharmacovigilance including the immediate report of any problem with the quality of a drug in accordance with PUI pharmaceutical management procedures.

Capacity building and training:

• Participate in the training and technical support to the Base Pharmacists and/or Pharmacy Assistants, and the staff in charge of pharmacies at PHCC and ORPs: stock management, rational use, substitution, analysis of consumption of health facilities
• Train all staff working in the pharmacy aspect on rational use of drugs and proper Pharmaceutical waste management
• Strengthen the capacity of health facilities teams, so that they can assume their duties independently and can be critical in terms of consumption

Qualifications

• Interested candidates should possess a Bachelor of Pharmacy with 2-4 years experience.

go to method of application »

Background

• The PUI Nigerian mission was officially opened in April 2016, with a focus on meeting urgent needs, including improving access to food commodities, primary health care and nutrition for internally displaced people (IDP) and host communities (HC) living in Maiduguri metropolitan council (MMC).
• The progressive sectorial widening allowed PUI to start implementing an integrated approach from 2017 in food security, livelihoods, and nutrition and health sectors, with the support of ECH, FFP, OFDA and CIAA/CDC, in line with PUI’s global strategy. From the launch of the health care services in February 2017 to the end of April 2018, a total of 119 913 OPD consultations were reached in Bolori 2, while more than 60.000 beneficiaries have been reached by our cash project.
• In mid-2018, PUI has developed its comprehensive response by adding protection and community outreach (PCO) activities to the existing programs in Bolori 2. In the month of October 2018 only, more than 3.500 households have received door to door visit from the PCO team. In 2018, PUI has also scaled up its intervention with the opening of Monguno LGA base, with the main objectives of reducing morbidity and mortality of the most vulnerable population and promoting protection amongst the whole affected community.
• PUI has been supporting the MOH in providing primary health care services through three outreach clinics and two PHCC and in 2021 transits to support 4 PHCC in Bolori 2
• The severity of the needs and the reduction of the humanitarian access make PUI positioning in Health and Nutrition crucial, especially in Monguno where PUI has taken over some core activities from ALIMA at the beginning of 2021, after they closed their program there. At the end of 2020, PUI launched an exploratory mission, along with INGO colleagues in Zamfara State (Northwest) and has developed a strategy for its upcoming intervention in the area.
• In 2022, PUI continues with its intervention as it considers the opening of PULKA field office, with the main objectives of reducing morbidity and mortality of the most vulnerable population and promoting protection amongst the whole affected community.

General Objective

• The Base Administrative Manager is responsible to manage the Administrative Department at Mashi Base under the direct supervision of the Field Coordinator and with the technical support of both the Finance Coordinator and the HR Coordinator.
• He/she is responsible for the proper functioning of the administrative services of the base, in compliance with the procedures of PUI and donors.

Responsibilities and Task

• Human Resources: S/he supervises all the activities related to human resources management. S/he is responsible for the enforcement internal staff regulation and HR guidelines at base level, while respecting the legal framework of the country of operation in this regard.
• HR Administrative Management: S/he is responsible for the administrative management of national teams at base level in close collaboration with the HR Coordinator (recruitment, hiring, remuneration, follow-up, evaluations, training, dismissals…).
• Work Organization: S/he makes recommendations and participates in the rationalization and optimization of the Human Resources of the base.
• Risk Analysis: S/he analyzes risks in relation to HR, administrative and financial questions, and issues alerts and recommendations when necessary.
• Administrative and Financial Management: S/he oversees administrative and financial questions at the base, and ensures compliance with relevant procedures, with substantive support from the mission’s Financial Coordinator.
• Budget Follow Up: S/he contributes to the financial follow up of the mission, in coordination with other departments

Specific Objectives and Associated Actions

Ensure human resources management of the base:

• S/he works in collaboration with the Field Coordinator and HR coordinator to set up Human Resources (HR) procedures and management tools in compliance with the labour regulations of the country of intervention, the internal staff regulations (ISR) as well as the HR guidelines, and monitors risks associated with HR issues in the base.
• S/he works, under the responsibility of the Field Coordinator, and in link with other departments’ heads on reviews / optimization of the HR structure of the base.
• S/he implements HR rules, procedures and tools in the base regarding: new HR regulations, national staff contracts, procedures of recruitment, payroll operations, implementation of appropriate working conditions, HR records electronic and physical records.
• S/he ensures the administrative management of national staff, in particular, payroll operations, monitoring absences, the construction, updating and archiving of personnel files.
• S/he assumes or delegates responsibility for the integration of any new employees at the base, and ensures, in particular, that logistical, administrative, HR and financial procedures, as well as procedures for the use of communication and transportation are explained and understood.
• S/he suggests possible updates to the ISR in terms of rules, procedures and tools relating to recruitment, remuneration, administrative management, disciplinary aspects and management of individual career development within the organisation.
• S/he controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.
• S/he contributes to the organisation of recruitment (provisional planning, advertisement, applications, and interviews) for all departments.
• S/he participates in the hiring process, as well as in any decisions related to the termination of employment contracts of national employees at base level.
• S/he ensures compliance with PUI’s internal rules of procedure at base level.
• S/he ensures that all national employees are subject to a written evaluation as per PUI Nigeria internal guidelines.
• S/he completes training programmes for the national staff (administrative aspects, logistical regarding procedures) on and as needs basis.
• S/he handles the management of interpersonal conflicts that arise on his/her base, and refers the matter to the field coordinator, in the event that s/he is not able to resolve dispute.
• S/he ensures a follow up of employees’ careers for the national staff, in collaboration with the project managers, Logistician and Field Coordinator.
• S/he is the guardian of the image of PUI in his/her area of operation, and in that capacity ensures that the entire staff under his/her authority displays behaviour consistent with the values upheld by the organization, and with full respect for the local culture.

Ensure financial, budgetary, accounting and administrative management of the base:

• S/he works in collaboration with the Finance Coordinator to set up aspects related to finance, including budgetary, accounting and treasury elements at the base.
• S/he ensures the setting up and proper use of tools and procedures for financial, accounting and budget management in the base: accounting procedures, accounting records, SAGA, budgets follow up, allocation tables, budget projections, cash forecasts, cash management and cash security.
• S/he is responsible for cost optimisation; and uses budget tracking to achieve this; s/he ensures adequate financial resources for the running of the base.
• Regarding budgetary monitoring, s/he participates in team-based analysis (along with technical, administrative and logistics management) and is responsible for detecting anomalies and proposing adjustments to the field coordinator and to the Finance Coordinator.
• S/he ensures that accounting entries are completed in compliance with internal rules, and communicated to the Finance Coordinator according to the agreed calendar, after endorsement by the Field Coordinator.
• Together with the Finance Coordinator and the Field Coordinator, S/he tracks the cash flow for his/her base, and oversees disbursements.
• Together with the Finance Coordinator and the Field Coordinator, S/he ensures that a system of internal oversight is in place at the base. S/he ensures compliance with procedures for undertaking expenditure commitments, and participates in the process of endorsing purchase orders.
• S/he is the guardian of the bookkeeping, and in that capacity makes sure that cash balances and bank accounts (if applicable) are absolutely and permanently backed up by appropriate accounting documents.
• S/he organises and provides training to the administrative national staff in the base on these tools and procedures
• S/he makes sure that these tools and procedures are understood and applied by the national staff.
• S/he controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.
• S/he provides a technical support to the base regarding financial tools and develops tools to implement the administrative services in the base.
• S/he organises the preparation of audits at base level, under supervision of the Finance Coordinator.
• S/he contributes to the preparation of grant proposals and drafts the budgets for the base.
• Under the direct supervision of the Field Coordinator and the support from the Finance Coordinator and/or the HR Coordinator s/he follows the implementation of Nigerian administrative regulations at base level and interacts with field level administrations on that regard.

Ensure reporting and dissemination of information:

• S/he ensures efficient flow of information to the Field Coordinator, Finance Coordinator and HR Coordinator, and, if necessary, to the programme team, to the logistics team, and to the Head of Mission.
• S/he drafts or participates in the drafting of reports on internal operations in all matters concerning his/her field of action in financial, budgetary, accounting and HR management of the mission.
• S/he supports the manager(s) in the base in the performance of their administrative activities, in a functional, not hierarchical, relationship.
• S/he sends the internal and external reports to the immediate supervisor, while meeting internal deadlines for endorsement (monthly logistical reports / accountancy/ returns on budgetary monitoring / cash flow estimates).
• S/he attends internal coordination meetings, and participates actively in them.
• If necessary and by delegation from the Field Coordinator, the Finance Coordinator or the HR Coordinator, S/he represents the association with partners, local authorities and various actors involved in the financial, administrative, legal and human resource aspects of the mission.

Ensure the Management of the Administrative Department:

• S/he ensures the direct supervision and management of the Finance Officer, HR Officer, Finance Assistant and HR Assistant.
• S/he ensures the setting of objectives to be achieved by the administrative department and tracks their realization, and leads the staff appraisal.
• S/he contributes to the decision making process regarding any termination of employment contracts.
• S/he ensures or delegates responsibility for the integration of new staff within the administrative department, ensuring the relevant tools and procedures, and PUI policies are well understood.
• S/he prepares the job profiles of local staff under his/her immediate supervision.

Qualifications

• Interested candidates should possess an HND, Bachelor's or Master's Degree with 2-10 years experience.