Fresh Jobs at Premiere Urgence Internationale (PUI)

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 monthlyphysical 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
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Mandatory Requirements
The successful candidate will need to have:

• Bachelor Degree / Certificate in Pharmacist (Registered with Pharmacist Council of Nigeria).
• Significant professional experience in working as a Pharmacist
• Experience of working in a NGO/INGO
• Experience in team management
• Fluent in written and spoken English, Hausa and Kanuri
• Strong report writing and computer skills (must be competent in Ms Word, Excel and PowerPoint)
• Excellent communication skills and a willingness to be respectful, kind, sensitive, etc.
• Commitment to and understanding of PUI’s aims, values and principles
• Ability to integrate into the local environment including awareness of political, religious and economic aspects of the community.

Knowledge and skills:

• Great moral and ethical sense
• Able to work in a stressful environment and move around to work in Health Facilities
• Able to maintain confidentiality
• Able to work independently
• Problem solving and conflict resolution skills
• Rigorous
• Respects
• Confidentiality require for safety of people,
• Property and Financial data of the mission –
• Ensures a positive image of the organisation –
• Honesty & integrity,
• Motivation
• Professionalism
• Strong Organizational skills
• ability to adapt and develop self
• High availability
• Flexible.

Other:

• Ability to work in a team
• Good reporting skills.

go to method of application »

General Objective

• The Base Administrative Officer is responsible to manage the Administrative Department at PULKA 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. 

Responsibilitis and Tasks
Treasury & Cash Follow-up:

• Control the management of the petty cash 
• Ensure that the daily physical inventory of the petty cash is accurate, and report any discrepancies to his/her line manager 
• Ensure availability of cash at coordination level and forecast any cash issue
• Prepare the weekly cash forecast and request at coordination level
• Prepare and validate any checks done at coordination level 
• Monitor due dates for payments of contracts 
• Follow-up with regular payments
• Guarantee security of the cash and confidentiality of information.

Finance & Accounting Management:

• Check, before recording any entry, that the invoices are compliant with PUI’s regulations and procedures 
• Record all expenses made through bank in the excel books on a daily basis, and to properly fill in the information needed (date, accounting code, project, budget code, etc.) 
• Monitor the voucher process, and the quality of archiving of the invoices, as per the donor’s rules and regulations
• Guarantee the quality of the archiving process at coordination level
• Consolidate and check the accuracy of data of coordination accountancy
• Prepare the monthly accounting closure for the coordination 
• Participate in the consolidation of budget follow-ups
• Prepare the weekly financial forecast of the coordination, compile it, and send it to the Finance Coordinator for validation
• Collect all invoices exempted from the VAT
• Issue a monthly With Holding Tax report
• Prepare the bank reconciliation at the end of each month 
• Prepare the annual closing documents for the coordination
• Prepare the external audit visits (donor and coordination visits).

Human Resources and Administrative Follow-up:

• Ensure the compliance with HR policies and procedures
• Ensure that HR databases and follow-up tools are updated on a regular base, including but not limited to Payroll, Leaves Follow-up and Organizational Chart
• Follow up of administrative documents and track personnel files deadlines (probation period, appraisals, contracts, amendments, ID cards etc...) 
• Ensure that all staff are enrolled in the social and medical covers provided by PUI
• Follow up of attendance, days off and leaves
• Ensure fulfilment of salaries’ process (salary advances, pay slips signatures…)
• Ensure the preparation of contracts (new recruitments, contract extensions or renewals) and the awareness of the employees of contract terms and conditions, internal HR policy and PUI other policies
• For each end of contract, ensure that the exit process is followed as per written in the ISR
• Supervise the filing and archiving process and ensure the security of physical and digital documents
• Support in meeting: preparation, minutes records...etc. 
• Monitor the preparation of HR files for any internal/external audit.
• With the HR Coordinator, support departments in the implementation of HR tools and procedures on a daily base.

Team Management:

• Plan and supervise tasks of the teams on a weekly base
• Enable the team members to achieve their duties, by giving them appropriate briefings on their tasks and job description and by reporting any training or logistics needs to the HR manager
• Ensure an effective dissemination of information between HR manager and the teams
• Solve team conflicts and ensure team building. 
• Update the leave plan for the teams
• With the HR Coordinator support, conduct appraisals and define and follow-up objectives for team’s member in order to improve their performance
• With the support of the HR Coordinator, train the HR team on HR component
• Support the Admin manager in the staff’s recruitment
• Ensure that the team complies with PUI policies and procedures, including security rules.

Recruitment:

• Ensure that all recruitment done at base level are in compliance with PUI procedures
• When requested, support the managers in the recruitment process (applications shortlisting, interviews etc.)
• Ensure the proper filing of all recruitment files
• With the support of the Admin Manager, ensure all new employee’s induction.

Internal and external coordination:

• With the support of the Field Co, enable an effective collaboration with the various departments as well as with the Coordination and others bases
• When requested, participate to external HR working group.

Capacity Building:

• When required, provide support to the finance team of the different bases 
• When requested, support the finance coordinator in finance staff recruitment
• Support in identifying external training sources
• In collaboration with the HR Coordinator, gather the training needs of the various departments
• When requested, conduct internal trainings related to HR rules and policies.

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 50% management of the Logistics & Admin 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.
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Prioritities of the Department

• Implementing the main PUI tools and processes in both HR and Finance (FFU, payroll, etc.)
• Capacity building of the administrative team and of all the staff in general in terms of Finance/HR processes and procedures (including finalization of pending recruitments within his/her team).
• Support and guide the managers in sizing and recruiting the teams for the Logistics and Program departments.

Mandatory Requirements
Education Degree:

• Minimum of Bachelor's Degree in Administration / Finance / Accounting or other related fields.

Work Experience: 

• Minimum of 2 years of experience in HR and Finance management in the field with a Humanitarian INGO.

Languages skills: 

• Fluent in English (speaking & writing). Good knowledge of local languages (Hausa / Kanuri, etc.).

Knowledge and Skills:

• Team management
• Administrative and managerial skills
• Good analytical and writing skills. 
• Good management capacities and team leadership spirit
• Good analytical and writing skills.

Computer skills: 

• Good knowledge of the MS office software including Word, Outlook.
• Excellent in Excel, Saga and SharePoint (Desirable). 

Assets
Interests: 

• Strong motivation to help people in need. Proven working experience in humanitarian organization.

Transversals skills:

• Independence, ability to take initiatives, sense of responsibilities
• Good resistance to stress
• Pragmatism, objectivity and an ability to take a step back and analyze
• Ability to provide/structure instructions clearly and concisely both orally and in writing
• A high sense of discretion and integrity when dealing with sensitive HR information
• High degree of responsibility, initiative, alertness, emotional stability, the ability to prioritize a heavy workload and to delegate accordingly
• Professional attitude and the ability to build successful working relationships with contacts outside of the projects. Demonstrate an integrated approach and attitude through normal work activities and a thorough understanding of community-based protection issues in the country of operation
• Self-motivated, flexible and adaptable to the needs of the team and organization
• Strong commitment to support/develop capacity of national staff and developing second layer of leadership
• Team player: proven management ability and inter-personal skills
• Excellent communication skills
• Problem solving and leadership skills
• Ability to work independently while taking initiatives and showing a sense of responsibility
• Sense of diplomacy and negotiation
• Analytical skills
• Organization, rigor and ability to prioritize and meet deadlines
• Ability to manage people remotely
• Ability to work in volatile and secluded contexts.

go to method of application »

General Objective

• Under the direct supervision of the PHC Supervisor, the Drug Dispenser dispenses drugs to patients, gives indication on drug utilization, and monitors drug consumption, according to PUI procedures.
• S/he respects logistic and pharmacy procedures fills in weekly orders and does inventory controls.

Dispense Medicines:

• Dispense medication to patients according to medical prescription
• Ensure the medication is labeled with the correct drug name, strength, quantity, expiry date, directions for use and includes and additional required information
• Provide clear instructions and advice on how to take the drug, when, how long, how to store, possible side-effects and any other relevant warnings.
• Maintain accurate dispensing records and regularly reporting them to OPD supervisor.

Drugs Management:

• Maintain the integrity and security of the dispensary by admitting only authorized personnel.
• Set up and maintain the pharmacy stock according to good storage practices (storage of drugs by categories, alphabetic order, and expiry date…)
• Implement stock cards system for each item and update each stock card on a timely manner
• Ensure that FEFO (first expired first out) is respected
• Report to the OPD Supervisor/Team Leader immediately about any change in drugs, in form of appearance, colour, smell, etc.
• Inform the OPD supervisor in case of any missing/damaged/expired item
• Participate in a physical inventory of the pharmacy and medical stock, including consumables and laboratory material on a monthly basis
• Record and compile daily and weekly consumption form and send information to OPT supervisor.
• Submit drug order to OPD supervisor on a requested basis
• Receive the orders from Pharmacy and inspect items, as to quality, quantity, and expiry dates. Inform the Pharmacist with feedback in case of irregularity.
• Ensure that the main stock and the pharmacy are kept clean.

Communication and Reporting:

• Participate in appropriate trainings provided by Première Urgence Internationale
• Participate actively in meetings when required.
• Inform the direct supervisor of the various needs.

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
Education Level:

• Secondary School, with skills in mathematics.
• A Health Background is desirable.

Work Experience:

• 1-2 years of experience in a health facility or work with MHUs/ MHCs.
• Work experience with other NGO’s would be an asset.

Other Requirements:

• Communication: able to communicate clearly with respect for patients, caretakers, team members and supervisors
• Motivation: shows commitment, flexibility and is service oriented
• Team work: shows ability to work in a team.

Language Skills:

• Fluent in local languages - Hausa and Kanuri.
• Acceptable knowledge of English (speaking, reading & writing).

go to method of application »

Locations: Monguno, Borno
Nationality: Nigeria Nationals Only
Number of Position: 01
Contract duration: 12 months

General Objective

• Under the direct supervision of the MEAL Officer, the MEAL Assistant for Accountability will contribute to the implementation of MEAL related tasks/ activities in the field through supporting field staff, partner staff and Community Facilitators/Mobilisers in data collection, consolidation and quality management and undertake M&E related activities and implementation of an appropriate monitoring and evaluation system for successful delivery and attainment of project goals and objectives.
• She/he will also oversee the implementation of the accountability strategy in Monguno, as well as strengthening capacity-building and capitalization through the development and the implementation of learning tools and process.

Responsibilitis and Tasks

• Systematically analyze and follow-up the complaint mechanisms in all country bases by supporting and reinforcing the existing accountability tools.
• Receiving the complaints through the different tools and processes put in place and keeping the database of complaints updated and available for Mission’s investigations.
• Refer to relevant actors and senior managers in case of misconduct or breaches of the rule, following the established pathways.

Implementation of the Accountability Strategy:

• Support in the implementation the complaints and feedback mechanism (CFM) based on the highest levels of integrity which beneficiaries will trust and ensures that they can make confidential complaints and be confident of the response processes
• Monitor complaints received and response (follow-up) processes through developing and maintaining a tracking mechanism
• Ensure that feedback is routinely recorded, reviewed, and responded timely in line with feedback mechanism guidelines
• Be the first point of contact for beneficiary, staff, and stakeholder complaints
• Maintain and update the CFM database and provide timely update to project staff based on the nature of feedback 
• Assist in Analyzing patterns and trends in complaints to help improve programming
• Generate periodic reports and share with the MEAL Officer
• Conduct periodic field visit when delegated to do so by the supervisor, to ensure that accountability systems are in place and the necessary support is provided as needed
• Support in ensuring that clear SOPs are in place for the collection and processing of feedbacks and complaints through modalities that are easily accessible to beneficiaries, volunteers, and staff.
• Ensure all received feedback, complaints, and requests for information through the hotline and other FCRM channels are registered in the FCRM data base, producing monthly dashboard reports by theme and location.
• Identify main bottle necks for the reduction of response and feedback time for complaints.
• Maintain the accountability dashboard (Power BI, excel) to track indicators (Registrations, Days for response, Satisfaction, Awareness).

Implementation of the Monitoring & Evaluation Plan:

• Assist the MEAL Officer in the collection, reporting and validation of monitoring data of project teams and ensure the data reported by Program Managers is accurate and of good quality and reports in a timely manner
• Support in ensuring that community leaders and beneficiaries are actively participating in all project and M&E activities
• Ensure utilization by projects appropriate data collection and reporting templates that facilitate the acquisition and aggregation of data

Internal and External Reporting:

• Update MEAL Officer on daily achievements and challenges encountered on the field, at the end of each day
• Ensure that the data collected goes through a data cleaning and validation process each day
• Keep monitoring tools and files archived at the PUI office, ensuring their availability to the MEAL department
• Pass on any information or problems to her/his direct and/or indirect supervisor concerning her/his task, PUI programs, or safety aspects

Capitalization / Institutional Knowledge Building:

• Participate actively in team workshops and lessons learnt seminars 
• Assist in training of beneficiaries, community leaders, community facilitators/mobilisers and Field staff on M&E if needed
• Assist in developing a responsive, functional, and appropriate feed backing mechanism which can improve current project implementation and guide future programming
• Support in identifying and formulating accountability findings, lessons learned and recommendations to be integrated into planning and reporting efforts of PUI project activities.

Communication & Follow up:

• Respond to beneficiaries’ queries with good knowledge of relevant information when approached
• Assist in developing a responsive, functional, and appropriate feed backing mechanism which can improve current project implementation and guide future programming
• Ensure that the community engagement is done in an appropriate and respectful manner, managing expectations and providing a transparent client-oriented service
• 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.

Prioritities of the Department

• Participate in the implementation of M&E activities of the MEAL Plan in collaboration with the Beneficiaries and project teams
• Providing accurate M&E 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

The Accountability Priorities for the Meal Department are:

• Mainstream accountability into all stages of the project cycle
• Ensure improvements in project design by listening and responding to views of beneficiaries, stakeholders and partners 
• Adhere to HAP standards especially in regards to information sharing, beneficiaries' participation, complaints and feedback mechanism and accountability in monitoring and evaluation.

Mandatory Requirements
Education Degree:

• A Degree in Social Work, Protection, Statistics, Mathematics, Demography, Sociology, or a numerate discipline

Work experience:

• At least 1 year experience in a similar field in an international NGOs/On-site training in social or monitoring work

Language skills:

• Fluent in Kanuri, Hausa, and English (speaking /reading/writing)  

Knowledge and Skills:

• Good analytical and writing skills/ very good team spirit /Demonstrate willingness to improve own knowledge and skills by participating actively in any training sessions and capacity building activities
• Computer skills:  Knowledge of the MS office software (including Word, Excel, Outlook) and a basic understanding of data analysis packages such as SPSS, Epi-Info etc.    

Assets
Interests: 

• Strong motivation in the humanitarian sector
• Strong motivation to help people in need
• Strong motivation for conflict resolution and diplomacy
• Strong motivation to analyze and suggest solutions 

Transversals skills:

• Well organized and attention to detail
• Conflict resolution and diplomacy experience
• Ability to analyze and suggest improvement
• Autonomy, neutrality, hard worker
• Able to manage stress and pressure
• Ability to work within a team.