Capital Logistics Assistant at Premiere Urgence Internationale (PUI)

Premiere Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency.

PUI is implementing humanitarian activities in Nigeria since April 2016, supporting population with food security, nutrition and health project in Maiduguri and Borno State. PUI is now looking for its Nutrition team in Maiduguri and Monguno.

We are recruiting to fill the position below:

Job Position: Capital Logistics Assistant
Job Location: Abuja

General Objective

• The Logistics Assistant ensures the day to day management/maintenance of the organization’s premises and communicates with supervisor.
• He/ She will be responsible for the smooth running and prevention of the break down/deterioration of PUI equipment/installations/facilities, under the supervision of the Capital Logistician.
• He/ she will be responsible for collecting, recording and archiving all related documents concerning procurement and inventory of stock and equipment.
• He/ she will ensure proper vehicle allocations and proper daily follow-up on vehicles and drivers as well as ensure timely flight bookings within the country.

Responsibilities and Tasks

• Premises Management: S/he ensures day-to-day follow-up on the needs in all premises.
• Equipment: Under the supervision of the Capital Logistician, He/ she ensures proper recording of all PUI equipment and takes note and reports any damages or incidents in a timely manner.
• Procurement: Ensure efficient and effective drafting of processing of purchase requests and ensures proper documentation and filing for all procurement files.
• Logistics: Supports the Capital Logistician in packaging and transporting of items/merchandise to the Bases.
• Inventory: Ensures regular update of monthly inventory, stock taking and stock reconciliation.
• Movement: Under the supervision of the Capital Logistician, s/he is responsible for daily vehicle allocation for staff movement at the base. He/she is also responsible for timely local flight bookings for the Mission.
• Fleet Management: Ensures daily inspection of Abuja base fleet and esures all required items are available at all times in the vehicles. He/she ensures oversees the drivers and ensures adherence with PUI guidelines.
• IT/Communication: Ensures that all IT devices are in good working condition and reports any challenges to the supervisor. Supports the Capital Logistician in esuriing that all communication devices are in good working conditions.

Specific Objectives Linked to Activities
Premises Managememt:

• Ensure daily inspection PUI’s premises to assess safety issues
• Monitor and report repair needs to Capital Logistician.
• Ensures allocation of keys to staff and visitors to the base and updates the key register.

Equipment:

• Records all PUI equipments 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 equipments according to the planning and PUI procedures.
• Ensure the correct use of all equipments and provide training to PUI staffs or contractors if necessary.
• Supports the Capital Logistician in loading and unloading of goods/materials.
• Communicate equipment needs and damages to the Logistics Base Manager.
• Codify all PUI equipment according to PUI procedures

Procurement:

• Raise purchase requests for Abuja items.
• Ensures that purchase files are correctly filed.
• Collect necessary documents from other departments regarding procurements process
• Ensures that goods are received according PUI guidelines.
• Ensure all supplies received according to PUI guidelines and ensure related documents (delivery notes, waybills, Goods Received Notes) are properly filled.
• Support the Capital Logistician in updating on a weekly basis prices and vendors list for Abuja.

Logistics:

• S/he supports the Logistics Base Manager in transporting and the packaging of the merchandise from Abuja to Bases.

Inventory:

• Assist with monthly rolling stock takes and the annual stock take, reconciling inventory records with physical counts
• Assist the Capital Logistician in stock management
• Support the Capital Logistician in ensuring proper documentation of asset issued to arriving staff/visitior and leaving staff/visitiors.
• Receives stock needs from staff and proesses such in a timely manner
• Monitor stock levels and communicates with Capital Logistician when reorder levels are reached.
• S/he ensures that all stock files are duly updated.

Movement:

• Makes bookings for staff movement as required either on UNHAS or on local commercial flights.
• Update the movement board daily
• Incharge of vehicle allocation on a daily basis
• Receives weekly movement plans for the week from Abuja staff.
• Make sure there is proper management and planning of vehicle movement.

Fleet Management:

• Support the Logistics Base Manager in  defining the vehicles needs on a monthly basis. 
• Ensure the proper planning of cars and movements, and ensure Log books are correctly filled.
• Carries out daily checks to ensure all vehicles have the equipment requested (First Aid Kit, Fire Extinguisher, Kit tool, etc;) and valid documents (Insurance, vehicle registration, etc;).
• Oversee the operations of the drivers and ensure that vehicles comply with PUI requirements.
• Fills the cards of pointing at the end of month and forward it to the Capital Logistician.

IT/Communication:

• Follow-up and update communication credit for Abuja staff.
• Ensure daily monitoring of all internet modem  to ensure they are operational and charged.
• Communicates maintenance needs of all IT equipment (computers, printers, etc.) to the Capital Logistician.
• Assist the Capital Logistician to carry out regular physical inventories of Abuja IT equipment.
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

Mandatory Requirements

• A minimum of Bachelor's degree in Arts / Sciences or any other professional qualification or
• Have a minimum of 1 year experience in Logistics related positions and or electricity, carpentry, plumbing in INGO/Private Companies
• Knowledge of technical work is an asset
• Be fluent in English (verbal and written) and knowledge of Local language is an advantage
• Be committed to PUI working principles and values
• Have experience working within humanitarian sector and context
• Computer skills - Excellent knowledge of the MS office software including Word, Excel, Outlook, Powerpoint.

Transversals Skills:

• Ability to work independently while taking initiatives and showing a sense of responsibility
• Ability to withstand pressure and volatile environment
• Organization, rigor and ability to meet deadlines.