Procurement & Logistics Officer at Premiere Urgence Internationale (PUI) December, 2024

GENERAL OBJECTIVE

Under the direct supervision of the Supply Chain Manager, the Procurement & Logistics Officer is responsible for facilitating and following all procurement activities at Base office in Maiduguri, Borno State. The Procurement officer is responsible to process purchase file and transactions for equipment, materials, supplies, capital goods, and services.

RESPONSABILITIES AND TASKS

Objective 1: Manage the supply chain for the base projects

• Ensure that procedures are followed in regard to supply chain including procurement, receipt and documentation 
• Ensure that base team understands and complies with the laid down procurement procedures in collaboration with the Logistics Manager 
• Update the PFU daily to ensure proper follow up.
• Share PFU on weekly frequencies with all requesters
• Take complete responsibility of supervision for the receipt of goods (including quality, quantity, price, procedure), ensure all documents are duly filled and signed by relevant persons upon delivery completion with storekeeper support
• Supervise the Storekeeper in storage, accounting and reporting of all items received and stored in the warehouse(s). 
• Update the prices and suppliers lists at least every two months
• Ensure best available prices and quality of items before acceptance from supplier
• Ensure that the storekeeper keeps to standard stock management (storage conditions, relevant reports, observation of expiration dates, etc.)

Objective 2: Manage the vehicle fleet, fuel consumptions and driver’s rooster

• Supervise the lead driver to ensure management of vehicle movements planning of use.  Provide monthly roster for drivers.
• Ensure with the lead driver that all vehicles have all accessories & tools
• Monitoring of movements and refueling follow up. Ensure logbook & logbook & another document properly filled.
• Provide analysis and solution on consumptions high levels
• Ensure proper maintenance & fueling of the generators of GH/Office. Maintain generator log sheet with support of storekeeper

Objective 3: Supervise the team under his management:

• Implement Monthly work plan for the, drivers’ cleaners and guards.
• Ensure tasks and responsibilities are properly held & done for all activities.
• Carry out performance appraisals for the storekeeper and drivers by carrying out objectives and results
• Provide technical support and capacity building to the team as necessary.

Objective 4: Reporting:

Activities:

• Collect and analyze monthly data reports for inventory, stocks, running costs of vehicles and generators
• Complete report documentation for consolidation (CFU, PFU, samples inventory, consumptions grids for vehicles & generators, maintenance follow up, inventory list)
• Draw up the narrative report and attach all useful documentation before sending to Log Manager 
• Contribute to weekly logistics meeting with additional points 

Objective 5: Ensure support for the security of office, warehouse and guesthouse 

Activities:

• Collect information and analyze the environment 
• Provide support to implement the base security plan and actions.
• Follow the proper application of procedures and safety rules for all staff and PUI premises 
• Ensure that all guards, internal and contracted, report to their duty stations punctually and remain there until relieved by other guards; and that the office and GH are not left unattended at any time.
• Ensure the guards maintain a logbook of each visitor, personnel and vehicle movements.
• Receive daily reports from guards taking note of any irregular occurrences in these locations and discuss with the Log Manager on improvement of Base security
• In collaboration with the storekeeper plan delivery of material/equipment 
• Supervise the shipment and delivery of materials/equipment up to their destination

Objective 6: Audit preparation

• Ensure the archiving of all the hard copies linked to procurement at the base level
• Organize and classify all the procurements to prepare the audit
• In accordance with the Deputy Logistics manager, check and prepare all the files for upcoming audit

Additional responsibilities

• This job description is not intended to be all inclusive and the employee will also perform other related tasks as required and responsible for reporting and communication of progress and achievement of the specific assigned task 
• The Logistics supervisor should be flexible and adaptable with regards to the implementation of the daily work/activities
• The Logistics supervisor is expected to conduct all duties in a professional manner following PUI Nigeria mission staff regulations and charter