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LOGISTICS OFFICER

Attractive Salary paid in EUR + other benefits (Family Health Insurance…)

Applications not respecting these instructions may not be considered.

PUI Libya mission started implementing operations in East of Libya (Benghazi area) in 2017 and developed an emergency health response that provides primary health care services to the most vulnerable population. PUI’s intervention focuses on health care through the deployment of Mobile Health Teams (MHT) delivering direct services to internal displaced populations and their host communities, migrants, refugees and asylum seekers. PUI Health intervention consists of general practitioners consultations, adequate treatment provision, sexual and reproductive health services, integrated management of Childhood Illness, psychosocial support interventions. Furthermore, PUI is reinforcing sensitization, communication and prevention on health and hygiene related topics within the communities. In 2019, PUI Benghazi office is starting a new project called Evidence Based NCD care, a model for PHC in Libya with the objective to enhance access to Non Communicable Disease health services in the PHC level in the target area. The project includes 2 health facilities and 2,000 patients will benefit from the services.

Since 2018, PUI intends to extend its area of intervention to eastern and southern Mantikas in East of Libya to better reach out the most vulnerable. For that purpose, PUI conducted an exploratory mission in the Al Kufrah region (south-east Libya) in order to identify the specific needs of this isolated area and develop an adapted humanitarian response. Thus, PUI will soon start implementing comprehensive health related activities to ensure a continuous access to essential care. PUI’s Al Kufrah’s action will combine three levels of intervention: (1) Direct service delivery of primary health care by one MHT through an outreach approach targeting the vulnerable population, (2) At community level, PUI will deploy a network of community health workers that will facilitate and optimize the work of the MHT through sensitisation, screening and referral activities; and (3) At health facility level via technical support. The operation will start in Autumn 2019 after a three month inception phase including capacity building of the team and installation of a PUI office, composed of a full management and health team.

Data Analysis and Recording:Capitalization of all aspects of the supply chain outputs in direct link with Logistics Coordinator.

Filing of documents: Ensure a good documentation follow-up and archiving.

Ensure negotiation with suppliers and the collection of Pro-Forma Invoices / signed Requests for Quotation.

Ensure that response to needs in term of purchase is done on time with the best value for money.

He/She assists the Logistics Manager with:

o Verifying, scanning/updating the base procurement database in both hard andsoft copy (electronic archive on Dropbox).

o The analysis of the market for any framework agreement at base level (even for deliveries, transportation & packaging).

Responsible for the creation and updating or re-referencing of the Suppliers’ Database and catalogue of prices at base level.

Applies and respect the donors’ and PUI’s Procurement Guidelines.

To supply all items required by the base authorized staff in compliance with PUI and Donors’ procurement procedures.

To provide feedbacks and guidance to the project managers regarding the procurement procedures and purchase files before submitting to the Coordination for validation(focal point is the Tunis Logistics Officer).

To edit, validate with concerned managers and follow all purchase files in coordination with the other bases if necessary.

To follow a procurement plan for the project with the help of the program/logistics managers.

To compile, check and clean all procurement related archives prior to sending to Coordination (Tunis LogOff).

To capitalize on the supply work done through markets studies, editing of catalogs, and other tools if necessary.

To create and implement new tools related to procurement if necessary, with the approval of the management.

With the logistics manager, manage reception, transit and delivery of all items requested and purchased.

Is the focal point for rental of trucks and other vehicles linked to the implementation of programs activities of the base (bobcat, forklift, bulldozer etc.).

Ensure that the PUI procurement procedures are well respected in the rental process.

Follow the needs in terms of vehicles and ensure that needed vehicles are provided in a timely fashion.

Ensure security, maintenance and safety of the medical warehouse. Hold keys and restricts access to all non-authorized personnel.

Receive drugs from Benghazi, verify quantities, expiry dates and package integrity, ensure protection and orderly supply storage

Ensure safe storage of cold chain goods, dangerous goods, as well as drug products under international control in accordance with national drug legislation, medical storage sops and BGZ Pharmacist’s indications.

Is the sole responsible for the correct management of the cold chain. Monitors temperature and humidity and quickly solve possible issues which can have an impact on the quality of the pharmaceuticals.

Ensure stock rotation, batch traceability and use before expiry, under the supervision of bgz pharmacist

Receives medical requisition notes prepared by the MHT Team Leader and validated by the HPM. Responsible for the picking, packaging and dispatch of the requested items, together with their tracking documents.

Ensure maintenance of accurate and complete records and documentation, in both hard and soft copy.

Transmit requisition notes and bin cards to the BGZ Pharmacist, for him to update the SAGA Stock database.

Take regular physical stock counts and submit stock reconciliation reports to BGZ Pharmacist at the beginning of each month, in order to flag the need to prompt for a stock replenishment.

Allow access to the PM every 2 months, for him to monitor the stock levels and request for early replenishment of drugs.

Coordinate with purchase department, medical warehouse and freight forwarding department to ensure effectiveness and efficiency of supply chain management.

Attend daily morning meetings, exchange information on received orders, backorders, expected deliveries to the medical warehouse etc. and prioritize daily work.

Provide health staff technical information on specifications, availability and lead time of health care goods.

Follow up any quality problems with the BGZ Pharmacist and the Logistics Manager.

Ensure a good documentation follow-up and archiving.

Ensure a regular communication with the Logistics manager on all aspects of procurement and supply chain.

In General, the Collaborator has to remain flexible and to perform any other duties as required for the good care of patients

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.    Internally: trainings of drivers, distribution of tasks, implementation of process and follow up tools in compliance with PUI and donor’s procedures.

b.    Externally with other departments: guidance of all PUI staffs regarding log procurement procedures (explanation of the responsibilities under the Log department, respect of PRs/POs validation process, planning of activities…)

2.  Strongly Participates to a smooth collaboration between Logistics, Admin and Programs, especially regarding Procurement process and the respect of high standard rules (steps, validation process, reporting, archiving of HR/Fin/Admin documents…)

3.  Close Logistics Follow up of the mission through a proper accounting system, monitoring of assets and stock and related expenses for an optimized use of resources and better financial visibility.

Medical Management: technical link with the BGZ Pharmacist for the submission of all data related to the Medical Warehouse.

Humanitarian

International

Technical

At least 1 year in INGO in similar position

1 year in supply chain

–    Knowledge of procedure of institutional donors (UE, OFDA, ECHO, UN agencies …)

–   Fleet Management

–   Stock management

–   Planning and priority management

–   Opening of a field base

–   Working in an international environment with colleagues from different nationalities

Emails – Advanced level

Dropbox

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 & ressourceful.

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)

Strong commitment to humanitarian values

Analytical, Problem solving and leadership skills