Jobs at Premiere Urgence Internationale (PUI)

General Objectives

• Under the direct supervision of the Procurement Officer, the Procurement Assistant is responsible to process purchasing file and transactions for equipment, materials, supplies, capital goods, and services. S/he is also supporting the Procurement officer in all the reporting regarding procurement tools.

Responsibilities and Tasks
Procurement:

• In collaboration with Procurement officer, streamline the procurement& delivery process
• Receive procurement requests/purchase orders, clarify request when necessary and complete purchase order
• Negotiating prices with suppliers and subcontractors
• Assist in organizing the procurement process
• Ensure that the project codes and budget lines are accurate
• Seek products that offer good value for money and negotiate the best prices
• Follow-up on order processing to ensure timely deliveries are done
• Assist the Procurement Officer to control the quality/quantity for all supplies ordered and delivered
• Ensure good relationships are established with local suppliers
• Respect PUI procedures in all procurement activities
• Facilitate proper paper trail and filing of all procurement documents
• Facilitate proper tracking of all supplies received and ensure related documents (delivery notes, waybills) are properly filed and copies forwarded to the Procurement Officer
• Support the Procurement officer in attendingall the procurement committee meetings when s/he is unavailable or when mandated by the management
• Update the weekly procurement tracker follow-up and submit to Procurement officer
• Update the price list on monthly base and submit to Procurement officer
• Ensure the archiving of procurement files and contracts are in compliance with PUI procedures
• Prepare procurement report as requested by the Procurement Officer

Storage and transportation:

• Support the Procurement Officer in the organization of a safe delivery of goods
• Liaise with the logistics assistant to ensure space is ready to welcome goods
• Liaise with the Logistics officer regarding store maintenance and set up
• Support the Procurement Officer for tasks related to the transport of goods, equipment, materials and other supplies to a second location

Internal reporting:

• Serve as the focal point to the logistics department when it comes to issues relating to purchase invoice
• Report any issues or challenging to his/her line manager
• Report on any identified improvement on the procurement tools to his/her line manager

Archiving:

• Assist in archiving all the hard copies linked to procurement at the base level

• Prepare and file necessary documents from other departments regarding procurement process

Tasks:

• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.
• The employee could be requested to perform other tasks as his/her line manager may judge necessary.

Requirements
Mandatory requirements

• Language skills: Fluent in Hausa and English (Kanuri is a plus)
• Education degree: National Higher Diploma, or any University Degree in a related field
• Work experience: Minimum 1 year experience in a logistics department
• Computer skills: Good knowledge of the MS office software including Word, Outlook and Excel.
• Technical skills: Previous experience in supply chain management assets
• Interests: Commitment to the NGO values and principles

Priorities of Department

• Increase efficiency in the supply management, AND ensure the continuity of the quality control
• Improve support to program
• Increase effectiveness
• Improve relationship with the programs team AND SUPPLIERS
• Verification of BASE Purchase files to prepare for audits

Transversal skills:

• Good negotiation and communication skills
• Conflict resolution and diplomacy experience
• Reliable, rigorous and well-organized
• Ability to be multi-tasking and willing to extend his/her scope of work
• Good management of time and of priorities
• Able to take initiative to deal with difficulties encountered in daily work
• Team spirit and problem solving skills
• Autonomous, neutral, hard worker
• Flexibility and adaptability skills
• Able to manage stress and pressure
• Honesty and integrity
• Sense of confidentiality

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General Objective

• Under the direct supervision of the Protection supervisor, the Protection Officer will support the set-up and management of a Community Outreach Workers’.
• S/he will be responsible for developing, implementing, and monitoring protection and community outreach activities, in compliance with work plans, donor regulations and PUI policies, and will ensure that protection principles are mainstreamed in all sectoral programs of PUI.
• S/he will play a key role in increasing community knowledge and access to services while strengthening PUI knowledge of and acceptance within the community.

Responsibilities and Tasks
Activities implementation:

• Provide capacity-building and training to COWs on thematic of protection (including CP, GBV, protection mainstreaming, and confidentiality of protection data)
• Ensure quality services respecting “Do no harm” and confidentiality principles are provided by COWs on the field
• Support effective community engagement and community input into program activities and design through close contact and structure activities
• Participate in community events and meetings and lead the organization of awareness sessions and workshops
• Ensure the identification, internal/external referrals and follow-up of protection cases and urgent cases to the Health, FSL and Nutrition team
• Develop appropriate key messages and IEC materials and ensure that they are disseminated among the community
• Disseminate relevant and meaningful information regarding the rights of persons of concern and services available in the area in order to enhance access to services and rights
• Proactively seek to assess people who have been missed out from assistance, such as marginalized communities, new arrivals or households whose situation has suddenly deteriorated
• Ensure protection is mainstreamed in all PUI Programs at the field and protection cases and concerns are timely referred and addressed
• Responsible of the all community outreach interventions and activities defined, develop and follow up on the work plan together with the Protection Supervisor
• Report immediately any difficulty or delay faced in the implementation of activities to the direct manager

Team Management:

• Supervise Community Outreach Workers and ensure the timely implementation of their activities
• Coordinate the work of COWs: work plans, progress toward targets, and frequency of submitting collected data
• Ensure that COWs have the necessary information on the referral system and provided services and properly understand the activities to be implemented in the framework of the project
• Support COWs in improving their performance
• Routine field visits to monitor COWs activities
• Continuously collect feedback from COWs and ensure communication to the Protection Supervisor

Logistic & Administration:

• Report to the line manager the needs in materials and tools required to conduct trainings and outreach activities
• Participate in the organization on training sessions: venue, attendees and support materials Ensure a proper utilization of the tablets and make sure all of it are daily charged and fully operational

Reporting & Data collection:

• Collect, analyze, store in a database and report information received from COWs (households surveys, FGDs, awareness sessions…)
• Collect, analyze, store in a database and report information on identified protection cases and referrals
• Identify the number of assessed individuals by the COWs progress towards the assigned target
• Document and report training sessions and feedback from participants
• Responsible of compiling and reporting to the direct superior data on a weekly, monthly, quarter and annual basis or upon request.
• Support and contribute to the field assessment, data collection and storage in a database, report writing and share community feedback and concerns

Internal and external representation:

• Build and maintain relationships with external partners, community leaders (especially Bulamas), community committees and other stakeholders
• Represent PUI at anytime and anywhere when s/he is in duty
• Ensure coordination with PUI Staff and stakeholders concerning community intervention activities
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Priorities of the Department:

• Strengthen the community outreach network in the assigned catchment area supported by PUI
• Ensure a continuous grasp on the population's needs and vulnerabilities and strengthen PUI reactivity responding to emergency humanitarian needs
• Support PUI integrated approach through protection training for other departments
• Strengthen referral mechanisms internally and externally

Qualifications & Required Skills
Mandatory requirements

• Language skills: Fluent in English and Hausa, and Good knowledge in Kanuri is an asset
• Education degree: Degree in social science/development studies/political science or related field
• Work experience: At least 1 year relevant experience in the field

Knowledge and Skills:

• Good knowledge of community outreach, community mobilization and protection
• Excellent experience in conducting trainings, awareness sessions and surveys/assessments
• Knowledge of international legal instruments related to protection (IHL/IHRL), IDP guiding principles, SPHERE standards, protection mainstreaming
• Knowledge or previous experience in Health and/or Nutrition is an asset
• Computer skills: Good knowledge of the MS Office software including Word, Excel, Outlook, PowerPoint
• Other.

Assets:

• Interests
• Commitment to the NGO values and principles Transversal skills
• Strong motivation to help people in need
• Conflict resolution and diplomacy skills
• Ability to adapt or change priorities according to the changing situation within a mission or the organization itself
• Understanding of the political situation in the area
• Ability to analyze and suggest improvements of the activities
• Well organized and hardworking
• Able to manage stress and pressure
• Good communication skills
• Team Management
• Reliability
• Neutrality