Logistics Assistant - Premises at Premiere Urgence Internationale (PUI)

Location: Maiduguri, Borno
Contract Start Date: 3rd August 2020

General Objective

• The Logistics Assistant - Premises ensures and supports the Logistics Coordinator in activities linked to the day to day management of equipment, store, premises (cleaners and cooks) and reporting according to PUI standards and procedures in order to have the coordination base in optimal running conditions. He / She works under direct supervision of the Logistics Officer.

Responsibilities and Task
Premises:

• Organize and supervise cleaning (and regular disinfection if necessary) of premises and storage spaces
• Ensure the staff collective space is in good working condition (tidiness, water, equipment functioning….)
• Check and supervise the maintenance of the various open spaces (gardens, courtyards...) and ensure that domestic waste is correctly discarded.
• Ensure the timely repair whenever needed in the coordination office and guesthouse
• Ensure that all documentation for bills such as Electricity, DSTV etc are compiled and shared with the Logistics officer

Equipment:

• Assist in codifying all PUI equipment according to PUI procedures
• Locate every equipment and check the availability of the equipment on a regular basis in all designated places
• On a regular basis check that all equipment are working properly (water dispenser, gas cooker, printer, scanner, micro vave, refrigerators…)
• Inform the line manager in case of equipment dysfunction under the cooks / cleaners responsibility
• Ensure that all the machine’s paper (printer, scanner) and water dispenser are full
• Supervise the loading and unloading of goods/materials

Store Management:

• Stand as the focal point for all issues regarding the warehouse/store for the coordinatiion office
• Ensure the formal communication linked to the store within the coordination office - stationeries and consumables
• Manage and organize the reception, storage and dispatch of all supplies at the Coordination base store
• 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 appropriate parties
• 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 (if applicable)
• Plan warehouse layout and space requirements (to prevent loss or damage and achieve warehouse optimization) and organize the implementation
• 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
• Issue all required office items to staff

Procurement:

• Prepare orders for his / her sector of activity, do the follow-up, and checking their proper reception and state
• Collect purchased items from the Supply department and dispatch to the relevant requesters
• Collect necessary documents from the Supply department regarding the procurement process for storage purposes
• Initiate the process of replenishment of stock items

Documentation and Reporting:

• Give daily report to the Logistics Officer about the progress of the logistics activities
• Submit the monthly reports that apply to his / her domain to the Logistic Officer
• Archive and centralize logistics files related to his domain

Priorities of the Department:

• Optimization of the accommodation and Office spaces
• Ensure the premises safety.

Qualification & Required Skills
Mandatory Requirements:

• Language skills: Fluent in English and Hausa and knowledge in Kanuri Is an asset
• Education Degree: Diploma or graduate qualification in Logistics relevant field
• Work experience: Minimum 6 months with INGO in similar field

Knowledge and skills:

• Logistical skills
• Team management
• Knowledge of institutional donors procedures (UE, OFDA, ECHO, AAP, UN agencies…)
• Computer skills: Pack Office and any other software

Assets:
Transversal skills:

• Commitment to the NGO values and principles
• Initiatives taker
• Independent worker
• Rigour
• Honesty