Logistics Officer

About Premier Urgency International

Première 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 works in 10 areas of intervention and distinguishes itself by the implementation of an integrated approach in its response. This method aims to identify and understand the needs of all those affected by a crisis. Our teams come together to bring a rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity. 

PUI in Ethiopia:

Although PUI has not been operational particularly in Ethiopia, the organization has long time presence in East African region, mainly in Sudan and South Sudan. 

Following the north Ethiopia conflict, which erupted in 2020, and the reports of recurrent drought, which is affecting the life and livelihood of millions in different regions of Ethiopia, PUI decided to contribute its part to address the humanitarian needs triggered by both manmade and natural disasters. For this reason, PUI has been registered with FDRE Authority for Civil Society Organization (ACSO) since June 22, 2022 to enable the organization to operate legally in the country. Since then, PUI has been doing needs assessment in different regions of the country to identify gaps in order to decide where to put its effort for optimum results. Following some of these assessments, PUI has decided to implement its first project in Afar and Benishangul Gumuze region where the consequences of the recent conflict and the ongoing drought has significantly affected the population of the region.

PUI is also actively looking for more partners to respond to more humanitarian needs in other regions of the country which were affected by conflict and natural disasters.   

General Assignments / Scope of the Role:

The Logistics officer is responsible for making sure all procurement procedures are followed closely; from purchase requests, quotations, selection committees, placing orders, managing suppliers and arranging payments and logistics activities. The Procurement also have to support coordination office and ensures supply chain, and several purchasing are working efficiently to support country programmes and field bases. S/he is under the direct supervision from Logistics Coordinator. 

Summary of Task and Responsibilities

Procurement and Supply Chain

• Work directly with local vendors and service providers to obtain quotations and/or initiate procurements of requested commodities and services in full compliance with all Donors and PUI policies and procedures. 
• Ensure that all procurement staff utilize and maintain the integrity of the project’s procurement and inventory tracking systems, database and other systems and procedures as required, in coordination with other staff. Provide procurement status reports and inventory summaries as requested by project staff
• If needed, travel to field locations to supervise and support procurement functions, inspect, confirm delivery, and facilitate disposition of equipment at grantee sites.
• Monitor contracts and purchase orders issued to vendors and follow up as necessary to ensure compliance to terms and conditions.
• Maintain procurement files securely and up to date, ensuring that appropriate documentation is included in each procurement file.
• Ensure smooth and efficient functioning of supply chain and priorities understood and communicated
• Ensure procurement plans are in place and followed by relevant persons
• Ensure policy and procedures are understood by all and that logistics team is especially knowledgeable in following procedures
• Ensure procurement procedures are followed closely; from purchase requests, quotations, selection committees, placing orders, managing suppliers and arranging payments.
• Ensure follow up of procurement tracking and sharing information
• Solving problems, exploring markets, setting up framework agreements, pre-positioning
• Ensure that if problems arise, including logistical challenges or conflict of interest concerns, they are reported and followed up on immediately and proactively. Recommend appropriate solutions, in coordination with project leadership and other relevant staff. 
• Ensuring all supply chain is considered when procuring; transport, storage, capacity of field team etc.
• Ensure procurement policy and procedures are followed for transport and storage and ensure communication between bases
• Provide training and guidance in coordination with Logistics Team as needed to project staff and/or partners in procurement policies and procedures.  Recommend and implement system improvements for greater efficiency or effectiveness where needed. 

STOCK MANAGEMENT:

• He/she monitors the stock management of stationaries:
• Reception of stock in depot/store
• Verify that the articles ordered are received
• Verify the packing lists compared to the articles received and inform the carrier/supplier if there are any missing or damaged.
• Prepare Goods Received Notes
• Maintenance of the stock/warehouse
• Create and maintain up to date the Bin Cards and Stock Cards
• Carry out a monthly inventory and ensure the coherence with the Stock Report
• Prepare the waybills.

• File all documents conveniently: waybills, stock cards, supply requests, donation certificates etc

Fleet and Premises Management

• Ensure vehicle allocation, procurement or rental according to cross-cutting and program needs 
• Implement schedules and movement-tracking tools in an efficient manner 
• Contribute to ensuring that the PUI fleet management technical guides are continuously applied.
• Contribute to reviewing and implementing an efficient maintenance strategy in the country. 
• Contribute to ensuring that technical safety and security guidelines are respected for the use of all vehicles
• Contribute to the calculation and verification of the monthly cost of each vehicle (fuel consumption, repairs, insurance, etc.); investigate and resolve major cost overruns; report major cost increases in the fleet to the Field Coordinator and Logistics Coordinator. 
• Ensure the identification of transport companies for needs that cannot be covered by the PUI fleet.
• Ensure efficient and complete circulation, filing and archiving of fleet and transport documentation. 
• Ensure the identification and contract of leases for premises according to geographical, operational, security, and financial criteria, in close collaboration with the Field Coordinator. 
• Contribute to ensuring decent living and working conditions for all employees in all premises by providing electricity, drinking water, office supplies, etc. according to PUI standards ð Supervise preventive and corrective maintenance work for the premises.
• Ensure that technical safety and security guidelines are applied in all premises.
• Ensure the efficient and complete circulation, filing and archiving of documents related to the premises.

Communications & IT Management:

• Ensure communication, IT needs and allocations of communication facilities.
• Contribute to ensuring that the PUI communication and IT management technical guides are applied.
• Contribute to maintaining monitoring of communication costs; investigate and resolve major over-costs. 
• File administrative requests to local authorities for the use of communication facilities.

AUDITING AND ARCHIVING:

• Responsible of the procurement and logistics documents audit for the Coordination office
• Ensures that all documents are filling properly (well filled) respecting the donors and organization’s guidelines and requirements (eligibility of documents)
• Ensures that there are not any missing documents and archiving is completely followed
• Implement an audit procedure for all the base
• Provide support to each department in archiving, organization and retrieval of their files
• Organize folders by donors and projects/ grants.
• Implement an archiving procedure for all the mission

Due to the specific work of PUI and according to his/her responsibility stated here, the Logistics officer is requested to stay at the organisation’s disposal for any extra duties related to the work and this position and job description will be reviewed regularly in accordance with the development of the programs.About Premier Urgency International

Première 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 works in 10 areas of intervention and distinguishes itself by the implementation of an integrated approach in its response. This method aims to identify and understand the needs of all those affected by a crisis. Our teams come together to bring a rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity.

Availability: As Soon As Possible

Salary Scale: As per the organization salary scale

Contract Duration: 6 months with possibility of extension

Required Qualifications and Professional Experience

• Diploma or bachelor's degree in Logistics, Business Administration, Management, Purchasing and Supplies Management, or other relevant field 

• At least 3 years’ experience in humanitarian and development INGOs, with at least 1-year experience in the Procurement activities.

• Excellent knowledge of procurement management

• Ample of experience on doing procurement tenders for goods, service and works 

Required Skills & Competencies

• Strong negotiating skills

• Good organizing ability

• Ability to operate in a cross-cultural environment requiring flexibility.

• Technology Awareness – good level 

• Computer literacy and an excellent knowledge of security information related liaison and analysis.

• Excellent command in writing and editing documents in English.

• Self-motivated, flexible and adaptable to the needs of the team and organization

• Proven management ability and inter-personal skills – team player.

• Problem solving and leadership skills.

• Ability to manage conflicting priorities in personal workload. 

How To Apply

If you are interested, please send your application composed of none returnable CV, Covering Letter with “Logistics Officer” written in the subject line, and three references, applicants to the following address:

Through www.ethiojobs.net

Deadline: Wednesday July 24 2024

NB: Only short listed applicants will be, communicated on and selection process includes technical test and an interview.

Female Candidates are Highly Encouraged to Apply