Fresh Jobs at Premiere Urgence Internationale (PUI)

General Objectives

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

Responsibilities
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
• 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 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.

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
• 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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Responsibilities and Tasks
Medical Functions:

• Carry out daily ward rounds in the morning and evening with SC nurses and ensure patients are visited as appropriately. Fill the notes on patient cards after the ward rounds or any other patient examination or procedures
• Supervise the daily clinical management of SC patients and follow the SC protocols for the medical care of the SAM with the medical complications
• Monitor and ensure patients are receiving comprehensive health checks, regular checking of vital signs and frequent medicines and feeding administration according to the protocols
• Undertake emergency procedures as required (including resuscitation), taking the lead as necessary
• Liaise with SC Nurses regularly (at least every 3-4 hours) to check on patient progress, or more frequently if the need arises and respond to calls from the ward relating to patient care
• Ensure regular procedure like taking blood samples, providing IV medications and other necessary procedures are done timely with if required him/her carries as necessary
• Ensure timely preparation, provision and monitoring of feeding for the patients admitted in the SC
• Facilitate and perform decisions on admission and referrals to/from the SCs properly
• Ensure that SC beneficiaries, caretakers and members of the community are treated respectfully at all times

Team management:

• Ensure that all the SC team is familiar with and respect all the PUI Internal rules and regulations
• Plan and maintain work plan, schedules and rotations for the SC team
• Provide capacity building and training to the Nutrition team in collaboration with the Nutrition PM.
• Provide regular mentoring and on-the-job training for the staffs in the SC ward including SC Nurses, SC Nurse Assistant and staffs in the pediatric ward involved in the treatment of SAM with complication patients
• Plan, organize and follow up the weekly and monthly implementation chart, after being endorsed by the Nutrition PM.
• Plan and maintain working schedules/rotations for the SC team

Monitoring and Reporting:

• Ensure proper organization and functioning of the Stabilization Center in compliance with the goals defined in the project proposals
• Ensure that the SC team are following up proper implementation protocols and applying them according to international and national recommendations and guidelines through monitoring and technical assistance
• Monitor day to day activities of the Stabilization Center
• Ensure the collection, compilation and analysis of quality data and product the required reports for the SC activities including weekly and monthly reports.
• Report the progress and any problem in timely manner

Logistical and Administrative Support:

• In coordination with the Nutrition PM, Logistics Department and Base Pharmacist, ensure appropriate supply plan on weekly basis principle, for the stabilization centers
• Ensure the proper storage of SC medical supplies, medicines and nutrition commodities
• Supervise the use of medicines, medical supplies, and nutrition-related commodities and data tools in the SC
• Provide, on a monthly basis, the Nutrition PM with information necessary for the development of cash flow estimates specific to SC activities
• Support the Nutrition PM for all the necessary planning and preparations to establishing SC in Ngaranam PHC like facility set-up, staff recruitment and selection process

Internal and external coordination and representation:

• Network and coordinate with the relevant units with in the primary health care or other tertiary health facilities for issues that need further support for the patients
• When required, s/he represents PUI in coordination meetings and technical working groups for the relevant matters and contribute to the good relations with the project partners
• Build collaborative relations with MoH, WHO and other stakeholders to ensure a successful SC project
• Closely coordinate with the Nutrition teams in the OTP and in IYCF activities as well as other staffs in the Primary health care centers.

Mandatory Requirements

• Education degree: Qualified and registered national Medical Doctor from a recognized university with a valid practicing license from Medical and Dental Council of Nigeria (MDCN)
• Language skills: Good command in English and in local Dialects: Hausa mandatory and Kanuri is a plus
• Computer Skills: Proficient user of MS office (including Word, Excel, Outlook, PowerPoint)

Work experience:

• At least 2 years of progressive work experience with similar role as SC physician.
• Demonstrated understanding of the MOH systems and structure.
• Previous work of CMAM program and with humanitarian organizations is added plus.

Assets:
Interests:

• Commitment to the NGO values and principles
• Understanding of the political situation in the area

Transversal skills:

• Strong motivation to help people in need
• Ability to adapt or change priorities according to the changing situation within a mission or the organization itself
• Understanding and capacity of integration into the local environment
• Ability to analyse and suggest improvements of the activities
• Well organized and hard worker
• Able to manage stress and pressure
• Understanding of the context of the area
• Honesty and reliable.

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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.

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Responsibilities and Tasks
Implementation of the Monitoring & Evaluation Plan:

• Ensure the collection, reporting and validation of monitoring data of project teams and ensure the data reported by Field Officers / Program Managers is accurate and of good quality and reported in a timely manner
• Produce monitoring checklists and conduct regular joint field process monitoring, quality assessments and data validation, and provide feedback and recommendations for timely improvement
• Ensure that community leaders and beneficiaries are actively participating in all project and M&E activities
• Assist the Deputy MEAL Manager / MEAL Manager in supporting project teams in designing and regularly updating project M&E guidelines and tools and ensure that project staff have access and capacity to use the tools
• Provide training to field level project staff on the use of the M&E system including survey sampling and piloting of M&E tools, conducting assessments and the implementation of periodic evaluation activities including baseline surveys, research and evaluations in all sectors
• Ensure utilization by all projects of appropriate data collection and reporting templates that facilitate the acquisition and aggregation of data
• Undertake regular visits to field locations/project sites to support monitoring and evaluation processes and activities related to all sectors of PUI interventions
• Support supervision of base level project staff and ensure that their capacities are built and that they are supported to deliver on their day to day M&E work by constant communication and joint field level M&E activities

Internal and external reporting:

• Update Deputy MEAL Manager / MEAL Manager and Program Managers on daily achievements and challenges encountered on the field
• Contribute and participate in weekly meetings including accurate reporting on successes and challenges
• Ensure that the data collected goes through a data cleaning and validation process each day
• Ensure all data is channeled through the IM system
• Develop reports that synthesize and synchronize initial key finding (needs) and results (outputs/outcomes) such as indicator tracking table, etc.
• Keep monitoring tools and files archived at the PUI office, ensuring their availability to the Deputy MEAL Manager and/or MEAL Manager
• Pass on any information or problems to her/his direct and/or indirect supervisor concerning her/his task, PUI programs, or safety aspects

Capitalisation / Institutional Knowledge Building:

• Use lessons learnt combined with field experience to provide contributions and feedback, including during the design phases of field tools and assessments
• Participate actively in team workshops and lessons learnt seminars
• Actively engage in ongoing training and knowledge building
• Lead training of beneficiaries, community leaders, community facilitators/mobilisers and Field staff on M&E if needed

Communication & Follow up:

• Respond to beneficiaries’ queries with good knowledge of relevant information when approached
• Respond to any requests within PUI that might require an alternative communication method or plan of action
• 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

• Ensure the implementation of MEAL activities for the achievement of results enshrined in the global MEAL plan in collaboration with the beneficiaries, partners and project teams.
• Provision of high-quality and accurate qualitative and quantitative data according to external and internal deadlines.
• Support the MEAL Department to achieve its strategic goals through the occasional undertaking of additional activities that contribute to the overall ability of PUI to achieve its stated outputs.
• Ensure a robust MEAL system is in place so that the implementation of the projects is of a high quality and accountable to beneficiaries, partners and donors.
• Ensure a robust and efficient accountability mechanism is in place
• Ensure high-quality data analysis from multiple sources and the production of high-quality information products

Qualifications and Required Skills
Mandatory requirements:

• Language skills: Fluent in Hausa and English, and good knowledge of Kanuri is an asset
• Education degree: At least a diploma or degree in social sciences, Statistics, Demography, Sociology
• Work experience: At least two years of similar experience in an NGO/On-site training in social or monitoring work
• Knowledge and skills: Good analytical and writing skills/ /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), knowledge of data collection software (KoboCollect, ODK, etc.) and a basic understanding of data analysis packages such as SPSS, Epi-Info, etc.

Assets:
Interests:

• In the humanitarian sector
• Transversals skills
• Well organized and attentive to detail
• Conflict resolution and diplomacy
• Ability to analyze and suggest improvement
• Autonomous and hard-working
• Ability to manage stress and pressure
• Ability to work within a team.