Job Vacancies at Premiere Urgence Internationale (PUI)

General Objective

• Under the supervision of the Logistics Manager, the Logistics Officer supports the maintenance, security, and follow-up of PUI equipment, goods, and premises.
• He/She also assists with activities related to fleet management, assets, movement, IT, communication, and reporting, in accordance with PUI standards and procedures, to ensure optimal functioning of logistics operations.
• The Logistics Officer works under the direct supervision of the Logistics Manager.

Responsibilities and Task
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 inability 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 is 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

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 Logistics 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 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

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General Objective / Summary

• The Accountability Assistant supports the implementation of PUI’s accountability strategy at base level, acting as the first point of contact for community feedback, complaints, and requests through a mobile helpdesk approach.
• The assistant is responsible for conducting awareness-raising sessions with beneficiaries on their rights, entitlements, expected service quality, and available FCRM channels.
• They ensure the visibility, clarity, and upkeep of all IEC materials related to both FCRM and program activities.
• Under the direct supervision of the MEAL Officer and the technical guidance of the Accountability Officer at coordination level, the Accountability Assistant ensures timely reporting of all feedback collected in the field using CommCare tools.
• When required, they support broader MEAL activities, including PDMs, PAS, and beneficiary satisfaction surveys, contributing to a strong feedback and learning culture in the mission.

Responsibilities and Tasks
Support to the Feedback and Complaints Response Mechanism (FCRM) at Base Level:

• Serve as the first point of contact in the field for receiving feedback, complaints, and requests from community members, ensuring respectful, confidential, and timely handling.
• Support the organization and facilitation of Community Committee Meetings (CCMs).
• Ensure that all inputs raised through CCMs are accurately recorded, and uploaded through CommCare or other designated tools.
• Ensure that all FCRM inputs are accurately recorded and transmitted via CommCare or other designated tools to the Accountability Officer at coordination level.
• Support the proper functioning of all FCRM channels on the field, ensuring their accessibility and relevance to all community members, including vulnerable groups.
• Conduct regular monitoring to ensure FCRM helpdesk stations are accessible, clearly labeled, well-maintained, and compliant with confidentiality protocols.
• Ensure that sensitive complaints are immediately flagged and transmitted according to SOPs and in coordination with the designated focal points.
• Identify main bottle necks for the reduction of response and feedback time for complaints.
• Suggest ways to improve the mechanism, its functioning, the appropriateness of the existing channels, etc.

Community Awareness and Information Sharing:

• Conduct regular awareness sessions with beneficiaries and community members on the existence and purpose of the FCRM, including how and what to report, rights and entitlements, and the quality of services they should expect.
• Ensure visibility and availability of IEC materials related to FCRM and key program information across implementation sites. Replace or report damaged/missing materials.
• Support the MEAL Officer and program teams in identifying gaps in information sharing and contribute to the design and dissemination of improved communication tools and messages.

Field Support to MEAL Data Collection:

• Provide support to the MEAL department in conducting Post-Action Surveys (PAS), Post-Distribution Monitoring (PDM), satisfaction surveys, and other MEAL-related data collection exercises as needed.

Reporting and Documentation:

• Ensure timely and complete transmission of all FCRM entries to the coordination team, maintaining data confidentiality and accuracy.
• Contribute to monthly accountability reporting by providing summaries of field activities, challenges encountered, and observations for improvement.
• Keep monitoring tools and files archived at the PUI office, ensuring their availability to the MEAL department.
• Pass on any information or problems to their direct supervisor concerning their tasks, PUI programs, or safety aspects.

Capitalization / Institutional Knowledge Building:

• Participate actively in team workshops and lessons learned sessions.
• Assist in training of beneficiaries, community leaders, community facilitators/mobilizers and Field staff on M&E if needed.
• Assist in developing a responsive, functional, and appropriate FCRM which can improve current project implementation and guide future programming.

Communication & Follow up:

• Respond to beneficiaries’ queries with good knowledge of relevant information when approached.
• Ensure that the community engagement is done in an appropriate and respectful manner, managing expectations and providing a transparent beneficiary-oriented service.

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:

• Participate in The implementation of Accountability activities of the MEAL Plan in collaboration with the Beneficiaries and project teams.
• Providing accurate Accountability qualitative and quantitative data collected in the field according to external and internal deadlines.
• Support the MEAL department to achieve its goals through the occasional undertaking of additional activities that contribute to the overall ability of the organization to achieve its stated outputs.

Requirements

• Candidates should possess relevant qualifications in a related field with experience.

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Job Summary

• The Finance assistant will have to assist the Admin Manager in all the activities related to finance and cash management.

Responsibilities
Treasury & Cash Follow-up:

• Manage the cashbox and ensure the safe keeping of cashbox
• Process receipts and invoices for cash payments
• Do daily physical inventory of the cashbox with the Finance Officer
• Ensure the daily worker payments
• Prepare and follow up the pay-outs and cash advances, within established guidelines
• Guarantee security of the cashbox and confidentiality of information

Finance & Accounting Management:

• Check, before recording any entry, that the invoices are compliant with PUI’s regulations and procedures
• Record cash expenses in the excel books on a daily basis, and properly fill in the information needed (date, accounting code, project, budget code, etc.)
• Issue voucher numbers, and properly archive the invoices and Saga vouchers in dedicated files, as per the donors’ rules and regulations
• Assist in the preparation for the external audit visits (donor and coordination visits)

Archiving Finance record:

• Manage the electronic archival of Finance files as per the filing process at the base level and share the scan data with Abuja
• Manage the physical archival of Finance files as per the archiving process at the base level
• 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

Priorities of the Department:

• Be responsible of all cash payments and relevant protocols related to the base
• Ensure the accountancy hard copies quality
• Scanning of all finance documents
• Ensure that the cash security procedures are implemented and respected.