Logistics Assistant – Fleet & Maintenance at Premiere Urgence Internationale (PUI)

Premiere Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency.

PUI has been implementing humanitarian activities in Nigeria since April 2016, supporting population with food security, nutrition, health and protection project in Maiduguri and Borno State.

We are recruiting to fill the position below:

Job Title: Logistics Assistant – Fleet & Maintenance

Location: Monguno, Borno

General Objective

The Logistics Assistant – Fleet and Maintenance ensures and supports the Logistics Officer Monguno in activities linked to assets, premises, fleet, security and motorized equipment use according to PUI standards and procedures in order to have the material, infrastructure and vehicles in optimal running conditions.
He / She works under direct supervision of the Logistics Officer.

Responsibilities and Tasks
Fleet:

Assist the Logistics officer to ensure that the administrative documents for all vehicles are available, filed and monitored
Organize the schedule of vehicle movements and drivers at Coordination base level
Assist the Coordination Logistics Team to report all cars incidents and prepare the reports
Organise monthly meeting with PUI drivers on sensitiztion of PUI safety and guidelines
Ensure the daily, weekly and monthly checks on all PUI vehicles according to PUI fleet guidelines
Assist Logistics officer on vehicle estimate for the month and process the monthly vehicle statement
Allocation of vehicles to the staff during the working hours
Provide assistance and support on vehicle repair and management
Update the daily movement board (Airport drop-offs/pick-ups and movement within/outside the town)
Assist the Logistics officer for cargo movements across all the bases
Ensure that vehicle log books are maintained
Maintain data and update records of all vehicles
Ensure that office vehicles are checked daily and road worthy
Ensure that regular service schedule and maintenances are carried out
Ensure proper monitoring of diesel for generators
Ensure all generator files (diesel reception, generator fueling follow-up, generator time sheet etc.) are well managed
Ensure proper maintenance and repair of generator fleets when due for servicing
Fill the vehicle card of pointing on a daily basis
Prepare duty roaster for the drivers
Ensure that all requirements stated in the vehicle rental contract are duly implemented and communicates any discrepancies with the Logistics officer

Equipment:

Dispatch the equipment on the base according to the needs, and archive the waybills accordingly
Support the Logistics officer to make sure the assets are properly maintained and maintenance intervals and procedures are respected
Monitor and facilitate repair orders as assigned by the logistics officer
Assist workers or specialized technicians if needed
Ensure the equipment and machines used by teams under his / her supervision are cleaned and kept in good condition
Ensure the daily workers attendance follow up and edit the attendance sheets
Prepare the payments files of daily workers in his/her domain of supervision before submitting to Finance department
Ensure guards and daily workers have all required safety equipment (safety shoes, gloves and glasses if applicable)

Security:

Report potential fleet or security incidents to the Logistic Officer
Prepare the duty roaster for the guards
Ensure the guard duty report are properly checked
Ensure all the security light in the office/guesthouse compounds are functioning properly
Support the Logistics Officer to supervise the guards to ensure the security lights are ON at night then OFF in the day time
Ensure monthly meeting with guards on security and safety tips under the guidiance of the Logistics officer
Follow up the security equipment (fire extinguishers, torches, cameras, radio equipment….) for replacement and servicing wherever necessary
Understand and obey traffic law and regulations and sensitize drivers on their implementation
With the delegation of the Logistics officer, prepares the monthly planning/replacement of Guards and submit to Logistic Officer for validation.

Documentation and Reporting:

Give daily report to the Logistics Officer about the progress of the logistics activities
Archive and centralize logistics files related to his/her domain
Update and share the monthly fire extinguisher follow-up
Update and record the vehicle, generator and fuel follow-up regularly and send to the Logistics officer on a monthly basis

Priorities of the Department:

Optimization of the utilization of the vehicles and energy supply
Sizing of the motor pool

Qualification & Required Skills
Mandatory Requirements:

Education Degree: Diploma or graduate in logistics relevant field
Work experience: Minimum 6 months with INGO in similar field
Language skills: Fluent inEnglish & Hausa; strong knowledge in Kanuri is an asset

Knowledge and Skills :

Logistical skills
Team management
Knowledge of institutional donors procedures (UE, OFDA, ECHO, AAP, UN agencies…)
Computer skills : Pack Office and any other software

Assets
Transversal Skills: