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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 has been operating in the East of Libya, opening an operational base in Benghazi in February 2017, to strengthen the resilience of the most vulnerable populations affected by ongoing conflicts and to improve their access to essential services. The organization’s activities in the country are built upon an integrated approach encompassing comprehensive primary healthcare, psychosocial support, WASH, NFI and protection assistance in order to promote health and well-being amongst targeted populations.

PUI’s emergency intervention in Al-Kufra started in late 2019 through the deployment of a mobile health team (MHT), the rehabilitation of healthcare structures, and the provision of medical equipment and supplies. PUI currently has 2 outreach teams which deliver comprehensive primary health care services to the most vulnerable populations. The deployment of these teams helped to overcome the lack of medical personnel and resources in the area. At community level, PUI coordinates a network of trained community mobilizers to implement sensitization activities, medical screening and referral services. PUI also offers psychosocial counselling via individual and group sessions. Through these activities, PUI delivers messages to highlight the importance of mental health to support the beneficiaries for efficient stress management especially during the COVID-19 crisis. Furthermore, PUI has reinforced Infection Prevention and Control (IPC) through risk communication and community engagement around COVID-19 at community level, and supported local authorities in fighting the pandemic by providing trainings to health professionals. PUI’s capacity building component has helped strengthen health personnel’s ability to respond to the COVID-19 outbreak in the region. As the pandemic affected the procurement of key medical supplies such as personal protective equipment, PUI supported the COVID-19 Response Committees and health facilities through the donation of environmental cleaning materials, personal protective equipment and medical consumables.

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 according to PUI standards.

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:

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

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

Is 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.

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

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

Edits and follows all purchase files in coordination with the other bases if necessary and gets validation from concerned managers.

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

Compiles, checks and cleans all procurement related archives prior to sending to Coordination.

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

With the logistics manager, manages 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.).

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

Follows the needs in terms of vehicles and ensures that needed vehicles are provided in a timely fashion.

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

Receives drugs from Benghazi, verifies quantities, expiry dates and package integrity, ensures protection and orderly supply storage

Ensures 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.

Supports the logistics manager in 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.

Ensures stock rotation, batches traceability and use before expiry, under the supervision of Log Manager

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

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

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

Takes 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.

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

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

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

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

Ensures a good documentation follow-up and archiving.

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

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

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