LOGISTIC MANAGER - Premiere Urgence Internationale

1. JOB DESCRIPTION 
   

   Preliminary Job Information
   Job Title	LOGISTIC MANAGER
   Country and Base	Libya-AL Kufrah with travels to Benghazi and Tunis
   Reports to	Head of Base (HOB)
   Reports to (technical link)	Logistics Coordinator (LogCo)
   Creation/Replacement	Replacement
   Contract	6 months renewable contract Attractive Salary paid in EUR + other benefits (Family Health Insurance…)
   Expected Date Of Arrival	26/05/2021
   Announcing Date	02/06/2021
   Application submission information	Interested candidates should submit their applications by EMAIL ONLY with the subject: AKF LM + your FULL NAME to lby.akf.recruitment@premiere-urgence.org with letter of motivation, resume, diplomas and any relevant certificates (work, training, authorisation from Libyan ministries to work for another employer..), contact (phone/email) Applications not respecting these instructions may not be considered.

    

   General Information

   The organisation

   Première 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. The association leads in average 200 projects by year in the following sectors of intervention: food security, health, nutrition, construction and rehabilitation of infrastructures, water, sanitation, hygiene and economic recovery. PUI is providing assistance to around 7 million people in 22 countries – in Africa, Asia, Middle East, Eastern Europe and France.   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.

    

   Job Description

   Overall objective

   The Logistics Manager is responsible to manage the logistics department under the direct supervision of the Head of Base (HOB) and with the technical support of the Logistic Coordinator (LogCo) in order to support the implementation of the programs activities on a timely and good quality basis, and in compliance with PUI procedures and donors’ guidelines.

   Tasks and Responsibilities

   1.   Human Resources: He / She Ensures the good HR management of Logistics department (PUI Collaborators, guards, drivers and potential daily workers), giving direct supervision to the national team and building capacities of the collaborators. 2.   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. 3.   Assets and premises: Ensures the good management of all 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 staffs / vehicles’ movements plan). 5.   Coordination, reporting and dissemination of information: Ensures that all reporting tools are used, information compiled and disseminated accordingly.

   Specific Goals and Related Activities

   1.    TEAM MANAGEMENT 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 collaboration contracts within the logistics department with the support of the Finance/Admin Manager and under the supervision of the HOB. 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 Collaborators (organizational support, methodology, technical support as the case may be organization of training sessions…). Prepares the job profiles of Logistics collaborators 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.

   2.    PROCUREMENT / SUPPLY CHAIN MANAGEMENT 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 FieldCo to ensure the good understanding of needs and the preparation of the procurement dossiers and purchase follow-up (shares the Purchase Request follow-up at base level during each meeting). Ensures the 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 BGZ and 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 LogCo for all Supply Chain-related analysis and decisions. Ensures that all the procurement activities are implemented at base level in compliance with PUI procurement procedures and donors’ guidelines, and are properly documented and archived in both hard and soft copy (electronic archive on Dropbox). Ensures that all the storekeeping activities are implemented at base level in compliance with PUI storekeeping procedures and donors’ guidelines, and are properly documented. 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 monitored.

   3.    ASSETS AND PREMISES MANAGEMENT Ensures all assets affected to base 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 HOB’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.

   4.    FLEET MANAGEMENT With close coordination with program department 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 Ensures the proper ordering, dispatch, use and follow up of logbooks. Ensures that 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 ma nager regularly and timely manner.

   5.    SECURITY 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 of DHoM to the base security plan review and to the context follow-up. Acts as security focal point in the base when the HOB is absent.

   6.    COORDINATION, REPORTING AND DISSEMINATION OF INFORMATION 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 Department and the Logistics Coordination in Tunis. Ensures the proper dissemination and archiving of all Log Department documents, in compliance with PUI/Donors procedures Implement all the necessary countermeasures to 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

   Focus on 3 priority activities relating to the context of the mission (opening in Libya)

   1.       In a context of opening of the base, structure the Logistics department for an efficient support to the activities: 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…) 2.       Implement an efficient and transparent supply chain (international and national) in compliance with PUI procedures, donors’ guidelines and the strategy developed at the mission level, while facing the financial crisis and related cash shortage. 3.       Ensure a quick start of PUI activities in Al-Kufrah (rehabilitation of facilities, supply of equipment….) and ensure good working conditions to our Collaborators and good hosting conditions to beneficiaries

   Team Management

   Direct management: 1 Log Officer + 4 Guards + Subcontracted Drivers + 1 Purchaser based in BGZ

   Other Contacts

   Internal: functional link with the LogCo in Tunis, work in collaboration with administration and program departments. External: suppliers, local civil and military authorities, other humanitarian actors.

   Mobility

   Willingness to travel within Libya, especially to Benghazi. Travels to the Coordination office in Tunis, Tunisia may be required.

    

   Required Profile
   	ESSENTIAL	DESIRABLE
   TRAINING	–    Bachelor/Master in Logistics (Supply Chain Management notably).	–   Logistics (asset & premise management). –   IT management. –   Security management
   PROFESSIONAL EXPERIENCE Humanitarian International Technical	1 year within INGO in a similar position   2 years in Supply chain	–   PUI procedures knowledge –    Knowledge of procedure of institutional donors (UE, OFDA, ECHO, UN agencies …)
   KNOWLEDGE AND SKILLS	–    Team Management –    Procurement management. –    Fleet management. –    Assets and premises management. –    Stock management –    Planning and priority management	–    Knowledge of local context in the South of Libya –    Collaborator training and capacity building. –    Rehabilitation/Construction of premises –    Opening of a field base –    Working in an international environment with colleagues from different nationalities
   LANGUAGES English + Arabic	Advanced level in both oral and writing
   SOFTWARE	Pack Office Emails Skype	Dropbox

    

   Required Personal Characteristics (fitting into team, suitability for the job and assignment/mission)

   Leadership skills and an ability to make decisions, ability to show authority, if necessary. 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

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