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LOGISTICS FINANCE & ADMINISTRATION ASSISTANT – Alkufrah

The association leads, on average, 190 projects each year in the following sectors of intervention: protection, food security, health, nutrition, construction and rehabilitation of infrastructures, water, sanitation, hygiene and economic recovery. PUI is providing assistance to around 5 million people in 21 countries – in Africa, Asia, Middle East, Eastern Europe and France.

Première Urgence Internationale has been operating in Libya since 2017, particularly in the regions of Benghazi and, from 2019, in Al Kufra, to strengthen the resilience of the most vulnerable populations affected by ongoing crises, improve their access to essential services. The organization’s intervention in the country is built upon an integrated approach combining the provision of comprehensive primary healthcare services, psychosocial support, WASH activities, and infrastructure and rehabilitation. Première Urgence Internationale develops public infrastructures’ rehabilitation and restoration in areas affected by several years of conflict. PUI is currently implementing health and WASH activities to assist the populations affected by the Daniel storm. From September 2024, PUI will launch an emergency health and WASH response to assist Sudanese refugees and host populations in the Al-Kufra region.

Under the supervision of Libya Logistics Officer (LO), he/she is responsible for providing Logistic support to the Libya mission to ensure that PUI activities are run in an effective and efficient manner with high standard procedures and services.

2.        HR ADMINISTRATIVE MANAGEMENT

3.        ADMINISTRATION MANAGEMENT

4.        LOGISTICS MANAGEMENT

5.        BASE SECURITY FOCAL POINT

1.       FINANCE MANAGEMENT

·         Responsible for cashbox management and cash payments in AKF

·         Responsible for cash advance management in AKF

·         Ensure the availability of cash in AKF

·         Ensure a proper voucher archiving system (hard and soft copies) to send to FAO on a monthly basis.

·         Assist with the cash books and bank books for AKF

·         Assist in the monthly accounting closure

·         Ensure proper financial management in respect of PUI procedures, local financial and tax regulations

·         Participate in internal and external audits if needed

2.       HR ADMINISTRATIVE MANAGEMENT

·         Gather all the documents needed in national staff HR files

·         Support in following up on staff and CHVs ends of contract

·         Assist in preparing the HR Database: prepare attendance sheets and collect all supporting documents (Leave requests/advances forms/PoA), scan and send to FAO on a monthly basis

·         Responsible of following up AKF staff leave requests and updating the leave planner

·         Participate in the recruitment process: arrange the technical tests, participate in the first selection of the applicants and interviews of assistant positions or lower when required

·         Participate in the HR induction and briefing planning for new staff

·         Ensure a proper and complete archiving system (electronic and hard HR files)

·         Participate in the preparation of training plan and follow-up on trainings completion

·         Support in the HR management of the local staff in Libya, in respect with the local labor regulations

3.       ADMINISTRATION

·         Ensure the translation of official documents if needed

·         Provide secretariat support for writing official letters when needed

4.       LOGISTICS MANAGEMENT

Procurement management

·         Support the Logistics Officer in the execution of procurement plans

·         Assess the markets across the AKF Office’s area of operations

Fleet management

·         In close coordination with the Program Department, ensure the preparation of weekly vehicles movement plan and submit it to the line manager for it to be approved by the Area Coordinator

·         Ensure all rented vehicles are always properly maintained, roadworthy and clean

·         Keep track of the vehicles’ location and update the movements board

·         Ensure the proper ordering, dispatch, use and follow up of logbooks

·         Liaise with the Contractor to ensure that all maintenance intervals are respected for each rented vehicle, and archive a report for all the performed mechanical checks

·         Support the Log Officer in the preparation of the monthly Log report by filling-in the parts within his field of responsibility, ensuring its timely submission to the LO, on a monthly basis

IT management

·         Responsible for checking that all office laptops are updated, have an anti-virus software and Microsoft Office installed (if any)

·         Manage the fleet of mobile keeping track of their expenditure

·         Responsible for issuing out phone credit to colleagues and visitors on a monthly basis and upon request

·         Responsible for managing and for providing timely support regarding the Internet infrastructure across all PUI premises

Storage management

·         Ensure all assets / equipment are properly received, serially labelled and registered, in compliance with PUI procedures and donors’ guidelines

·         Ensure the good use and maintenance of all assets at base level in compliance with PUI procedures and following manufacturers’ user manual or internal user manuals if necessary

·         Ensure goods are properly stored, monitored, and distributed according to the “FIFO” principle

·         Regularly inspects the storage facilities, in order to verify their compliance with PUI Storage Guidelines and SOPs

·         Responsible for guaranteeing that all standard documentation related to stock is utilized and archived

·         Perform physical stock inventories on a monthly basis

·         Responsible for drafting a complete Stock Report on a monthly basis, so as to share it with the LO and Program teams, for their necessary information

·         Responsible for initiating requests for the repair of all broken / malfunctioning assets, and for following-up on their status

Premises Management

·         Track utility usage and payments for PUI’s offices and training centers (electricity, water, maintenance fees, backup generators, garbage, internet service, etc.) and prepare payment requests as per respective contracts and invoices

·         Ensure that any repair and maintenance needs of the offices are addressed in a timely and efficient manner

·         Ensure that daily backup generators inspections are performed, and that regular servicing is carried out

·         Track backup generators fuel consumption, record it in the logbook, and anticipate refueling stock requests

·         Ensure the cleanliness of the building, by supervising the cleaner, management of stock of cleaning material and requesting new material when needed

Documentation and reporting

·         Ensure a regular tracking of relevant logistics indicators and share them with the LO, for timely reporting

·         Ensure a proper documentation follow-up and archiving

·         Support the department in the preparation of internal and external audit as requested by LO

5.       BASE SECURITY FOCAL POINT

·         Support the maintenance of Minimum Standards for Safety & Security which include security and safety SOPs, orientations and briefings, trip management, including approval processes, staff tracking and incident reporting

·         Coordinate with supervisory staff in tracking staff movements in the field. Establish a communication system with field staff when/where necessary. Advise on travel restrictions or precautionary measures, as required

·         Assist the Area Coordinator in collecting data regarding the context in the area and in assessing major threats and vulnerabilities relevant to the organization

·         Conduct him/herself both professionally and personally in such a manner as to not jeopardize PUI’s team, operations and assets

In general, the Collaborator has to remain flexible and to perform other duties as required for the good running of the mission.

NB: This job description may be subject to modifications in the future, depending on the evolution of the activities. These modifications will then be defined and discussed between the Employee and PUI

*   Humanitarian

*   International

*   Technical

X

X

•   Previous experience in an INGO dealing with donors
•  PUI procedures knowledge

•   Knowledge of Libyan local regulations and authorities
•   Stock management

•   Knowledge of the Libyan context

•   English
•   Arabic

X

X

• Able to manage priorities, take initiatives and work without constant supervision
•  Being flexible, adapt easily to changes and reorganize priorities according to needs
•  Ability to work in, cope up with stress and pressure, and to adjust to different situations
•  Ability and eagerness to work with different cultures
•  Commitment to humanitarian principles