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Logistics Manager

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.

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.

Supply chain: Ensures the good management and documentation of all the supply chain activities necessary for programs’ implementation on a timely and good quality basis, in compliance with PUI procedures and donors’ guidelines.

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

Security:Ensuresthe implementation of PUI security guidelines at base level regarding premises,communication and transportation means (including staffs / vehicles’ movements plan).

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 departments (AKF/BGZ).

Ensures that the planned objectives are achieved by the Logistics department and leads the yearlycollaborator’sappraisal.

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

Contributes to the decision making process regarding anycollaboration contracts within the logistics department with the support of the Finance/AdminManager and under the supervision of the AC.

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.

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

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

Prepares the job profiles of Logisticscollaborators 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.

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

Ensures the preparation of the forecast needs regarding the procurement activities at base level. Meets weekly with PMs and the Deputy AreaCo to ensure the good understanding of needs and the preparation of the procurement dossiers andpurchase follow-up (shares the Purchase Request follow-up at base level during each meeting).

Ensuresthe supply chain is efficiently working at base level and makes sure it is coordinated with BGZ and the Coordination logistics department.

Facilitates the entry of imported goods (drugs and medical equipment) inside the country, in close collaboration with TUN colleagues.

Leads the drafting and update of all procurement plans and any other procurement follow-up tools at base level and coordinates with the DhoM-Sfor all Supply Chain-related analysis and decisions.

Ensures that all the procurement activities are implemented at base level in compliance with PUI procurement procedures anddonors’ guidelines, and are properly documented and archived in both hard and soft copy (electronic archive on Dropbox/Sharepoint).

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

Ensuresthe 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 monitored.

Ensuresall assets affected to bases are properly identified and registered in compliance with PUI and donors’ procedures.

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 checks.

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

Participates to premises’ administrative management with Fin/Admin Manager support and under Area Coordinator’s supervision

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

Testing and evaluating new technology.

With close coordination with program departments ensure the preparation of weekly vehicles movement plan and obtain it to the line manager approval before processing.

Ensures that all the rented vehicles are properly maintained and roadworthy and always clean.

Keeps the base operations room aware of vehicles location at the times by phone

Ensuresthe proper ordering, dispatch, use and follow up of logbooks.

Ensuresthat all fuel consumption and mileage data are monitored, consolidated, analyzed and reported for each vehicle

Checking and maintenance of med kit and emergency equipment are always in place.

Preparation of the monthly fleet reports of rented vehicles, generators and ensure the submission to the line manager regularly and timely manner.

Ensures all are properly equipped in compliance with PUI security guidelines (hibernation/1st aid kits, extinguishers…).

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

Participates under the supervision ofDHoM& Area Coordinator (AC) to the bases security plan review and to the context follow-up.

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.

With the support of the Finance and Administration Manager, ensures the management of the budget under her/his responsibility and its compliance with PUI and donors’ guidelines and project work plan.

Ensures budgeted action plans are prepared at the beginning of the project and that they clearly reflect the project’s work plan and provides relevant monthly forecasts in the Financial Follow up (FFU)

Analyses and proposes solutions of budget reallocation if needed

Is responsible for the eligibility and good utilization of funds allocated to the activities under his/ her management

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

Ensures good coordination between his Logistics Departments andthe Support Coordination in Tunis.

Ensures the proper dissemination and archiving of allLog Department documents, in compliance with PUI/Donors procedures

Implement all the necessarycountermeasuresto counter the particular security, logistics, and humanitarian context, and 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

In a context of redesign of the logistics department, structure the Logistics department for an efficient support to the activities:

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.

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…)

Enable the successful completion of medical activities of ongoing projects by supporting the smooth running of medical supplies (national and international)

Ensure effective management of the two bases/logistics departments under supervision

Indirect Management : Guars in BGZ/ 5 Guards in AKF + Subcontracted Drivers + 1 purchaser

External: suppliers, local authorities, other humanitarian actors.

IT management.

Security management

Humanitarian

International

Technical

1 year within INGO in a similar position

2 years in Supply chain

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

Procurement management.

Fleet management.

Assets and premises management.

Stock management

Planning and priority management

Collaborator training and capacity building.

Rehabilitation/Construction of premises

Opening of a Field base

Working in an international environment with colleagues from different nationalities

English + Arabic

Advanced level in both oral and writing

Emails

Skype

Sharepoint

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