Logistics Supervisor (Khartoum) – Premiere Urgence Internationale

Job Description

Organization	Premiere Urgence Internationale
Job Title	Logistics Supervisor
Location	Khartoum
Section/Unit	Logistics
Supervisor	Logistics Manager
Duration	6 months
Closing Date	02 Oct 2024

Under the direct management of the Logistics Manager, the Logistics Supervisor base in Karrari will ensure the efficient management of logistics resources for the area of intervention under his/her responsibility in compliance with PUI internal framework and institutional donor regulations so as to ensure on-going logistical support for the activities developed in Karari.

The Logistics Supervisor will be in charge of the supply chain and procurement management, fleet management, premises management, IT management, and equipment management.

Duties and responsibilities:

RESPONSIBILITIES AND TASKS: 

A. Supervise Supply Management 

• In coordination with the Logistics Manager Karari, define (Adapted Procurement Procedure) and supervise the programme’s supply procedures in compliance with PUI guidelines and donor regulations. 
• Supervise the monitoring of Purchase Requests and check purchase files.
• Organize the planning of the purchases and define the priorities of the items needed by the applicants to orientate the work of your team. 
• Ensure that the purchases meet the needs, cost, quality & delivery time requirements, keeping in mind the quality and sustainability of the purchased items.
• Validate purchases according to the validation level chart.
• Supervise regular and smooth communication with the other support departments to prepare the supplier payments, documents hand-over and expenses follow-up. 
• Ensure professional relationships with suppliers.
• In coordination with the Logistics Manager – Karari ensure regular follow-up of all contracts and their renewal/extension signed on time. 
• Ensure the PRs follow-up is updated regularly and ensure it is shared on a bi-weekly basis to the program team. 
• Ensure that the archiving of these documents is clear and ready for external audits.
• In coordination with the Logistics Manager – ensure the support of international purchases and facilitate customs clearance until delivery of the items
• In coordination with Logistics Manager Karari be the FP for the design phase – resources planning of the area of intervention (costs, quality, deadlines) The FP for the launch phase – procurement planning and defining the procurement plan/supply plan and purchasing strategy

B. Supervise Stock Management 

• Ensure the respect and understanding of PUI stock management procedure and tools.
• Supervise and ensure inventories are done regularly (weekly, bi-weekly and monthly basis) for the different items stored within the mission (projects and logistic items), and ensure stock report is shared with program teams weekly.
• Ensure a good level of stock for logistics-related items 
• Ensure an optimal storage condition.
• Ensure the storage management procedures are respected: Stock items request, stock cards, Delivery Notes
• Crosscheck regularly the data between deliveries from the warehouse and project data (delivery note) and support the project team on the reconciliation process between the items delivered to the partners and the donation certificates received, ensure that the documents match
• Ensure the safety measures by reporting to the Field Coordinator and logistics manager – Karari if any abnormalities.

C. Supervise The Management of General Services (GH, offices and storage facilities)

• Ensure the adequate maintenance of accommodations, office and the compound. 
• Ensure the supply of energy and water in the premises as well as other running costs. 
• Follow up rental contracts and manage the relation with owner/s.
• Take an practive part in needs assessment and propose solutions in terms of premises. 
• Ensure the premises are following PUI standards in collaboration with the Area Coordinator (Security FP) and Logistics Manager – Karari.

D. Supervise the Fleet Management and Movement 

• Ensure the respect of PUI vehicle management procedure; log books, use of the vehicles. 
• Supervise the general follow up of vehicles (consumption checks, movement planning, movement tracking, etc.)
• Ensure regular maintenance of different vehicles together is done, setup appropriate maintenance contract with supplier or ensure an appropriate repair process and services follow-ups with car rental company(s);
• Transport contract negotiation with suppliers and follow up.
• Ensure that the monthly fleet database follow-up is properly and accurately filled out. 
• Define the management and user rules for vehicles and other means of transport in compliance with local legislation, the highway code, the programme’s security rules and PUI’s regulations.
• Define the more relevant means of transportation for passengers and goods according to project needs.
• Ensure a proper coordination of movement plans and security.

E. IT and Equipment Management 

• Ensure the security and the accurate follow-up of the equipment used on the mission (identification, inventory, affectation, equipment files). 
• Ensure that the equipment list (Equipment FUs and small material) is regularly updated and that the different certificates are created, and properly archived.
• Inform and sensitize the user of their responsibility, including signing for material – Train (or supervise the training) users on how to properly use the equipment if needed.
• Supervise and ensure installation and perform minor repairs to hardware, and software; following design or installation specifications.
• Ensure regular maintenance of equipment for the whole office, with internal or external actors if needed.
• Manage contracts with service providers to ensure continuity of communication means (internet, phone).
• Ensure that the documents related to equipment management are compliant with PUI policy (lending certificates, lost certificates, disposals certificates, labelling, etc.) 

F. Human Resources and Team Management 

• Ensure the daily management of your team (job description, introduction briefing, action plan, objectives, coordination meeting, individual follow-up meeting, individual support, training, appraisals, etc. 
• Take part in the circulation of information within the team.

G. Reporting and Archiving 

Ensure all relevant reports of the base are updated and shared monthly (Purchase & Contracts FUs, Equipment FUs, Fleet FUs, Premisses FUs, Sat Phone FUs, and Stock Reports FUs).

Minimum Qualification, Skills and Experience Required:

MANDATORY REQUIREMENTS

 Language skills:
– Strong command of writing and editing documents in English and Arabic 

 Education degree: 
– At least a Bachelor’s degree in Logistics/Administrative Business or related fields. Postgraduate or Master’s degree is desirable.

 Work experience: 
– At least 2 years of work experience in logistics/administrative fields, experience with INGO is preferable INGOs is preferable.

 Knowledge and skills: 
– Commitment to the NGO values and principles
– Punctuality
– Flexibility
– Stress Management
– Results
– Teamwork
– Service
– Good health and physical condition
– Diplomatic and open-minded
– Rigor 
– Honesty

 Computer skills: 
– Office Pack, especially Excel and Word, Outlook 

 Other: 
– Good skills in reports and contract redaction 
– Knowledge of humanitarian actors 
– Good management and pedagogical skills 
– Excellent communication and diplomacy skills to manage relationships in potentially tense situations

ASSETS

• Interests 
   Good communication skills, diplomacy and solution-oriented attitude 
   Curiosity and interest in the organization’s activities
   Good ability to manage deadlines in emergency response contexts (stress resilient)
   Honesty, integrity and transparency
   Adaptability, flexibility
   Autonomy, sense of initiative and anticipation
   Punctuality\

• Transversal skills: 
   Ability to work independently while taking initiatives and showing a sense of responsibility
   Ability to withstand pressure and volatile environment
   Sense of diplomacy
   Analytical skills
   Capacity to adapt and organizational flexibility
   Organization, rigor and ability to meet deadlines
   Ability to work and manage affairs professionally, and with maturity
   Ability to represent the activities and mandate of PUI before local authorities
   Ability to work with different partners in a spirit of openness, and with adaptable communications strategies