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Logistics Manager – Benghazi Base

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LOGISTICS MANAGER – Première Urgence Internationale

Overall objective

2.   Supply chain: Ensures the good management and documentation of all the supply chain activities at base level in order to provide the means for programs’ implementation on a timely and good quality basis, and in compliance with PUI procedures and donors’ guidelines. He / She will provide all needed support for other PUI bases as will be identified and approved by FC.

3.   Assets and premises: Ensures the good management of all the equipment and premises at base level in compliance with PUI procedures and donors’ guidelines.

4.   Security: Ensures the implementation of PUI security guidelines at base level regarding premises communication and transportation means (including movement plan)

5.   Coordination, reporting and dissemination of information: Ensures that all reporting tools are used, information compiled and disseminated accordingly.

Ensures the direct supervision and the management of the Logistics department.

Ensures that the planned objectives are achieved by the Logistics department and leads the yearly collaborator’s appraisal.

Participates to the hiring process of any Collaborator within the logistics department with the support of the admin team.

Contributes to the decision making process regarding any termination of employment contracts within the logistics department with the support of the Admin base and under the supervision of the FC.

Ensures compliance with PUI Internal Rules and Procedures at a base level. He makes sure that sure that procedures, process (Vehicle rental, compound access etc…) are known and respected.

Ensures or delegates responsibility for the integration of new Collaborator within the Logistics department, ensuring the project context, relevant tools and procedures, and PUI policies are well understood.

Identifies needs and completes training programs for logistics department’s Collaborator (organizational support, methodology, technical support as the case may be organization of training sessions).

Prepares the job profiles of logistics Collaborator under his/her immediate supervision.

Ensures that HR documents (attendance sheet, leave request, leave plan.) are communicated to the Administration Manager on time and as per PUI regulations

Ensure smooth communication with Logistics team members at Al-Kufra base.

He/ She is the focal point for any supply issue on its base.

Ensures that the supply chain is efficient and well working at a base level and makes sure that it is coordinated and followed up with the Tunis logistics department.

Facilitates the entry of imported goods (drugs and medical equipment) inside the country

Leads the drafting and update of all procurement plans and any other procurement follow-up tools at base level and coordinates with the DFCS when it comes to a more global supply strategy.

Ensures that all the procurement activities are implemented at base level in compliance with PUI procurement procedures and donors’ guidelines, and are properly documented.

Ensures that all the storekeeping activities are implemented at base level in compliance with PUI storekeeping procedures and donors’ guidelines, and are properly documented and archived in both hard and soft copy.

Ensures the organization of all transportation means at base level, notably by prioritizing the requests on a weekly basis and implementing a proper follow-up of their use.

Ensure that relationships with suppliers are well monitored.

Ensures that all the assets affected to base are properly identified and registered in compliance with PUI procedures and donors’ guidelines.

Ensures 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.

Monitoring and maintaining computer system and network and resolving computer issues: Install and configure computer hardware operating systems and softwares, replace computer parts if needed, conduct electrical safety

Ensures the proper maintenance of all the premises at base level, central pharmacy included.

Participates to premises’ administrative management at base level with the support of the Admin base and under the supervision of the DHoM.

Ensures that all the energy means necessary at base level are available and are managed in compliance with PUI procedures

Testing and evaluating new technology.

Ensures that all premises at base level are properly equipped in compliance with PUI security guidelines (hibernation kits, first aid kits and extinguishers mainly).

Ensures that all transportation means at base level are equipped and used in compliance with PUI security guidelines.

Participates under the supervision of DHoM to the base security plan review and to the context follow-up.

Acts as security focal point in the base when the field DHoM is absent.

Is the main focal point for Program Department at base level for any logistics’ related issue.

Liaises with Admin Department to better organize logistics Department finance needs.

Participates to any relevant internal and external meeting at base level and Participates actively.

Ensures good coordination between the Logistics Department and Logistics Coordination.

Ensures, leads the entire monthly logistics reporting of its base (Procurement, fleet management, assets, stock report….).

Ensures the proper dissemination and archiving of all Logistics Department documents, in compliance with PUI procedures and donors’ guidelines.

Implement various intervention strategies based on difficult security logistics, humanitarian context,and to adapt quickly in response to new constraints (security, logistics etc…)

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 Collaborator and PUI

a.        Quickly take the reins of the logistics department

b.       Support the implementation of purchasing in compliance with PUI procedures, donors’ guidelines

c.        demonstrate effective communication with other administrative and program departments

2.       In accordance with the base’s and mission’s strategy, participate in the structuring and stabilization of the logistic team :

a.     Internally: trainings of logistic team, distribution of tasks, implementation of process and follow up tools (assets/equipment) in compliance with PUI and donor’s procedures…

b.     Externally with other departments: guidance of all PUI Collaborators regarding logistic procedures (explanation of the responsibilities under the Admin department, respect of process, planning of activities…)

indirectly Indirect management:  8 Guards + 1 cleaner + Subcontracted Drivers

Management notably).

–   Logistics (asset & premise management).

–   IT management.

–   Security management

Humanitarian

International

Technical

X

X

X

–   Procurement management.

–   Fleet management.

–   Assets and premises management.

–   Stock management

–   Planning and priority management

–   Collaborator training and capacity building.

–   Rehabilitation/Construction of premises

–   Opening Process

Result-oriented,able to work independently while taking initiatives and showing a sense of responsibility

Good brainstorming, analytical (discernment, pragmatism) and trouble-shooting skills

Adaptability, practical sense & resourceful.

Committed, Proactive, Flexible to the needs of the team and organization

Organization, Management of priorities, rigor and respect of due dates.

Great ability to listen and to negotiate.

Sense of diplomacy and openness of spirit

Ability to remain calm and level-headed, manage affairs professionally and with maturity

General ability to resist stress and in unstable circumstances particularly (travels between bases)