Job Vacancies - Borno and Abuja

Job Title: Warehouse Program Manager
Location: Maiduguri, Borno

Task and Responsibilities

• Programs: He/She will ensure implementation and oversight of Warehouse programs under his/her responsibility. He/She coordinates the receipt, storage, and dispatch of goods/materials. He/She ensures compliance procedures and logistical tools for monitoring input / output for partner.
• Representation: He/She will represent the association to local partners, authorities and players involved in implementation of Warehouse programs.
• Safety and Security: He/She will assist in following safety and security rules on-base and will transmit all safety and security information to his/her supervisor.
• Strategy: He/She will assist in developing new operations as needed.
• Human Resources: He/She will supervise the Warehouse team (PUI employees and any day laborers).
• Logistics and Administration: He/She will oversee the logistic and administrative duties of the project(s) under his/her responsibility.

Specific Objectives and Linked Activities
Ensure Implementation and Oversight of Warehouse Program(s):

• He/She will plan activities and ensure that the activity schedule is followed. If there are major delays in project implementation, He/She will immediately inform his/her supervisor and propose solutions to remedy the situation.
• He/She will oversee implementation of monitoring and/or evaluation, depending on the needs of the project(s). He/She will analyze and transmit information collected to his/her supervisor. Depending on the project(s) and/or information collected, he/she will produce and disseminate monitoring and evaluation reports to the relevant persons.
• He/She will ensure proper archiving of all documents produced for the project(s) and that the verification sources cited in the proposals are available.
• He/She will send internal and external reports to his/her supervisor by the internal approval (SITREP) deadline and external contractual (project report) deadline.
• He/She will approve technical selections for the project(s).
• He/She will ensure the Warehouse program(s) under his/her responsibility are running smoothly and ensure that the objectives defined in his/her project propositions are met. Above all, he/she will follow directions given, report to his/her supervisor, report any obstacles encountered during implementation and propose improvements or changes if necessary.

A.) Storage:

• He / She ensures that storage sites are appropriate to the needs of partner and goods store (location, design, security, safety …) and that the procedures, management processes and tools are in place and respected .
• He / She makes regular inventories to share with partners.
• He / She attends meetings of the logistics cluster to make a point if necessary with logistics coordinators partners to inform them of the state of stock and future supplies.
• He / She performs weekly inventory tracking and diffuse the partners.

B.) Dispatch / Movements:

• He / she plans and supervises the dispatch items towards partners
• He / she organizes the flow of goods, ensures the reception quality and quantity of expected properties and performs physical checks of stored goods. He / She is attentive to expiry dates, where applicable.
• He / She ensures the proper referencing of movement / transfer documents.
• He / she transmits to the Logistics Coordinator inventory reports on a monthly basis

Supervise the Warehouse Team:

• He/She will familiarize him-/herself with PUI mission bylaws and ensure that they are understood and followed by the team.
• He/She will implement mechanisms for coordinating his/her own team and organize their supervision.
• He/She will identify his/her team’s training needs (organizational, methodological or technical support; training, etc.) and fulfill them.
• He/She will develop his/her team’s organizational chart and have it approved by the Field Coordinator.
• He/She will develop job descriptions for his/her team members, have them approved by the Field Coordinatorand actively participate in recruitment (interview, testing, etc.). He/She will participate in the decision to end a team member’s work contract.
• He/She will ensure that each person is evaluated in writing at least once per contract and per year and, at a minimum, before he/she leaves the job.

Oversee Logistics and Administration of Warehouse Program(S):

• He/She will present the program needs to the Field Coordinator depending on the available budget.
• He/She will communicate to the Field Coordinator weekly his/her needs in terms of vehicles and communication equipment and materials for program implementation.
• Each month, he/she will provide the Field Coordinator with all the information necessary to develop provisional funding for his/her program(s).
• Each month, he/she will have an updated budget follow-up for the programs under his/her responsibility, and he/she will assist in analyzing it, detecting any discrepancies and proposing adjustments to the Field Coordinator.
• He/She will consider the mission’s time and logistics constraints as well as the program’s purchasing procedures to ensure that his/her request is realistic given the time needed to obtain supplies.
• He/She will assist in analyzing vendor offers for purchases with highly technical specifications and carry out the necessary compliance tests.
• He/She will actively participate in developing invitations to tender, in cooperation with the mission’s Logistics Coordinator if necessary.

Represent PUI to Warehouse Player:

• He/She will represent the association to local players involved in implementation of Warehouse programs and ensure that good relationships are maintained with each of them (within PUI’s principles of neutrality and independence).
• With the agreement of the base owner, he/she will attend and actively participate in any coordination meetings held on Warehouse matters.
• In the event of visits by Donors, he/she will actively help prepare for and assist in the visit.

Ensure the Safety of Person and Property:

• He/She will ensure that the safety and security plan is understood by the team under his/her responsibility and that the safety and security rules are followed.
• He/She will ensure that the project(s), methodology and selection criteria do not endanger aid recipients, PUI members or anyone else. He/She will immediately alert the Field Coordinator if teams or aid recipients are in danger.
• He/She will ensure that his/her team members and any day laborers have the proper safety equipment for their activities (for example, helmets, safety shoes, protective vests, gloves, etc).
• He/She will help collect information on the safety and security of his/her region of operations and send it to the Field Coordinator regularly or ad hoc in case of emergency.

Contribute to the Development of New Proposition:

• Along with the Field Coordinator, he/she will help identify Warehouse needs.
• When developing new operations, he/she will help the Field Coordinator prepare the Warehouse portion of project propositions.
• He/She will help develop the mission’s strategy.

Team Management:
Number of people to manage and their position (expatriate/local staff)

• Direct management
• Indirect management

Other Interfaces:

• Internal:
• External:

Required Profile

Training

• Logistic + Project Management

Professional Experience

• Humanitarian
• International
• Technical

Knowledge and Skills
Required:

• Understanding of project management
• Team Management
• Communication/Collaboration
• Warehouse/transport Management

Desirable:

• Understanding of institutional donor (OFDA, ECHO, UN agencies, etc.) procedures

Language

• French
• English
• Other (please specify)

Software:

• Pack Office
• Other (to be specified).

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

• Ability to work independently and with a sense of initiative and responsibility
• High stress tolerance
• Ability to make proposals and find solutions
• Ability to work and manage people in a professional and mature manner
• Ability to take into consideration the local environment and its political, economic and historical aspects
• Diplomatic and open-minded
• Good analytic ability
• Ability to organize and manage priorities

Salary Package
Month Gross Income: from 1 815 up to 2 145 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI.


How to Apply
Interested and qualified candidates should send their their Application (Resume and Cover Letter) to Romain Gautier, Human Resources Officer for Expatriates at: recrutement@premiere-urgence.org with the following subject: « WarehouseProgMana-NGA ».

Application Deadline   30th November, 2016.

Job Title: Base Administrator
Location: Maiduguri, Borno

Tasks and Responsibilities

• Administrative and Financial Support: He/She oversees administrative and financial questions in the base, and ensures compliance with relevant procedures, with substantive support from the mission’s Administrative and Financial Coordinator (AFC).
• He/She manages Accountancy and Reporting at base level and send the relevant information to the Coordination in Juba, according to PUI calendar
• Human Resources: He/She supervises the on-site activities related to administrative and human resource management.

Specific Goals and Related Activities
1.) Ensure Financial, Budgetary, Accounting and Administrative Management of the Base:

• He/She works in collaboration with the Administrative and Financial Coordinator to set up aspects relative to finances, including budgetary, accounting and treasury elements in the base.
• He/She ensures the design and the roll out of all necessary financial and budget management tools related to the opening of the base.
• He/She ensures the proper use of these tools and procedures for financial, accounting and budget management in the base: accounting procedures, accounting records, SAGA, budget follow up, budget projections, cash forecasts, cash management and cash security.
• He/she provides to the AFC on a month bases the cash forecast based on the budget forecast and the procurement plan.
• Together with the AFC and the Field coordinator, he/she ensures that a system of internal oversight is in place in the base.
• He/She ensures compliance with procedures for undertaking expenditure commitments, and participates in the process of endorsing purchase orders.
• He/She is the guardian of the bookkeeping, and in that capacity makes sure that cash balances and bank accounts are absolutely and permanently backed up by appropriate accounting documents.
• He/She provides a technical support to the base (teams) regarding financial tools.
• Together with the AFC he/she develops tools to perform the administrative service in the base.
• Under the supervision of the Administrative and Financial Coordinator, he/she organizes the preparation of the audits.
• He/she ensure that the administrative and financial archives are in compliance with internal procedures
• He/She organizes and provides training to the admin national staff on these tools and procedures. He/she makes sure that these tools and procedures are understood and applied by the national staff.
• He/She controls and monitors the implementation of the tools and procedures and provides the necessary support to perform the service.
• He/She is responsible for cost optimization; and uses budget tracking to achieve this; he/she ensures adequate financial resources for the running of the site and projects.
• As regards budgetary monitoring, He/She participates in team-based analysis (along with technical, and logistics management) and is responsible for detecting anomalies and proposing adjustments to the Field coordinator and to the AFC,
• He/She ensures that accounting entries are completed in compliance with internal rules, and communicated to the AFC according to the agreed calendar, after endorsement by the Field coordinator.
• Together with the AFC and the Field coordinator, he/she tracks the cash flow for his/her site, and oversees disbursements.

2.) Ensure Human Resource Management of the Base:

• He/She works in collaboration with the Administrative and Financial Coordinator to set up HR procedures and management tools in compliance with the labor regulations of the country of intervention and the HR policy of PUI, and monitors risks associated with HR issues in the base.
• He/She ensures the administrative management of national staff, in particular, payroll operations, monitoring absences, the construction, updating and archiving of personnel files.
• He/She assumes or delegates responsibility for the induction of any new employee in the base, and ensures, in particular, that logistical, administrative, HR and financial procedures, as well as procedures for the use of communication and transportation are explained and well understood.
• He/She ensures that all local employees are subject to a written evaluation at least once per contract period and per year.
• He/She completes training programs for the local staff (logistical and administrative aspects) based on identified needs.
• He/She handles the management of interpersonal conflicts that arise on his/her site, and refers the matter to the Field coordinator, in the event that he/she is not able to resolve dispute.
• He/She is the guardian of the image of PUI in his/her area of operation, and in that capacity ensures that the entire staff under his/her authority displays behavior consistent with the values upheld by the organization, and with full respect for the local culture.
• He/She ensure the roll out of HR rules, procedures and tools related to the base opening and functioning regarding: national HR regulations, national staff contracts, procedures of recruitment, payroll operations, implementation of appropriate working conditions, HR records electronic and physical records, by-laws.
• Under the supervision of the AFC he/she ensures these rules, procedures and tools are adapted to the base.
• He/She guarantees that the recruitment procedures are respected and actively contributes to the recruitment (advertisement, applications, and interviews) of all national staff, especially during the phase of base opening
• He/She initiates and maintains a dialogue with all relevant local and national authorities regarding all HR related subjects and legislations.
• He/she ensure that the HR archives are in compliance with internal procedures
• He/She suggests possible updates to HR policy in terms of rules, procedures and tools relating to recruitment, remuneration, administrative management, disciplinary aspects and management of individual career development within the organization.
• He/She controls and monitors the implementation of tools and procedures and provides the necessary support to perform the service.
• He/She participates in the hiring process, as well as in any decisions related to the termination of employment contracts of local personnel at the site.
• He/She ensures compliance with PUI’s Internal Rules of Procedure in the base.

3.) Team Management:

• He/She design the team set-up and size according to the support needs of the base.
• He/She oversees the hiring process of the whole logistic team and participates in any decision related to the termination of employment contracts of national employees.
• He/She assumes or delegates responsibility for the induction of new members of his team, ensuring the project and base context, the relevant PUI tools and policies are well understood
• He/She completes basic training programs for national employees and identifies additional training needs and sets up adequate training programs (organizational support, methodology, and technical support as the case may be organization of training sessions).
• He/She prepares the job profiles of national employees under his/her immediate supervision
• He/She supervises and manages directly his/her team
• He/She guides the work of the logistics teams, tracks the realization of their objectives, and leads the mid-term and final staff evaluations.
• He/She ensures compliance with the Internal Rules of Procedure of PUI on the site.

4.) Ensure Reporting and Dissemination of Information:

• He/She ensures efficient flow of information to the Administrative and Finance Coordinator, and, if necessary, to the Program team, to the Logistics team, and to the Head of Mission.
• He/She sends the internal and external reports to the immediate supervisor, while meeting internal deadlines for endorsement (monthly logistical reports / Accounting/ returns on budgetary monitoring / cash flow estimates).
• He/She attends internal coordination meetings, and participates actively.
• If necessary, he/she represents the association with partners, local authorities and various actors involved in the financial, administrative, legal and human resource aspects of the mission.
• He/She drafts or participates in the drafting of reports on internal operations in all matters concerning his field of action in financial, budgetary, accounting and HR management of the mission.
• He/She supports the Field coordinator(s) in the performance of their admin activities, in a functional, not hierarchical, relationship.

Team Management 
Number of people to manage and their position (expatriate/local staff)

• Direct management:
  • National Staff: 2
• Indirect management:
  • National Staff: 2

Required Profile 

Training
Required:

• Financial/Accounting management

Desirable

• Project management
• Human Resources Management

Professional Experience

• Humanitarian
• International
• Technical

Required:

• Minimum of 1-2 years

Desirable:

• Experience in Team Management
• At least one experience in base/mission opening

Knowledge & Skills
Desirable:

• Knowledge of procedures: institutional donors (ECHO …)
• Knowledge of PUI procedures

Languages:

• French
• English
• Other (specify)

Software:

• Pack Office
• Other (to be specified)

Desirable:

• SAGA

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

• Leadership skills and ability to take decisions
• Ability to work independently while taking initiatives and showing a sense of responsibility
• Organization, rigor and ability to meet deadlines
• Strong listening, negotiation and communication skills
• Ability to work with various partners, in a spirit of openness, and with adaptable communications strategies
• Ability to remain calm and level-headed
• General ability to resist stress and particularly in unstable circumstances
• Ability to integrate local environment and to adapt to a different cultural context
• Analytical (discernment, pragmatism) skills
• Ability to show authority, if necessary
• Capacity to adapt and showing organizational flexibility
• Ability to work and manage affairs professionally and with maturity
• Sense of diplomacy

Compensation 
Monthly Gross Income: from 1 815 up to 2 145 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI.

Benefits

• Cost Covered: Round-trip transportation to and from home / mission, visas, vaccines…
• Daily Living Expenses (« Per diem »)
• Break Policy: 5 working days at 3 and 9 months + break allowance
• Paid Leaves Policy: 5 weeks of paid leaves per year + return ticket every 6 months
• Insurance including medical coverage and complementary healthcare, 24/24 assistance and repatriation
• Housing in collective accommodation

How to Apply
Interested and qualified candidates should send their Application (Resume and Cover Letter) to Romain Gautier, Human Resources Officer for Expatriates, at: recrutement@premiere-urgence.org with the following subject: (Admin-Nga).

Application Deadline  30th November, 2016.

Job Title: Logistics Coordinator
Location: Abuja
Job Responsibilities
As part of our activities in Nigeria, we are looking for a Logistics Coordinator in Abuja:

• The logistics coordinator is responsible for the smooth functioning of logistics on the mission. He/She makes sure the resources which are necessary for carrying out the programmes are available and actively participates in the mission’s safety management.
• Car park: He/She is responsible of the management of the car park (availability, safety, maintenance etc), for the smooth functioning of the mission and the realization of activities in accordance with the available budget.
• Functioning of the bases: He/She supports the teams in case of redeployment/installation/rehabilitation/ closing of bases.
• Representation: He/She represents the organization amongst partners, authorities and different local actors involved in the logistics and the safety of the mission.
• Coordination: He/She consolidates and communicates logistics information at the heart of the mission to headquarters and also coordinates internal and external logistics reports.
• Safety: He/She assists the Head of Mission with safety management. He/She is directly responsible of the daily, concrete aspects of the mission’s safety management.
• Supplies: He/She coordinates supplies and deliveries for projects and for the bases. He/She guarantees that PUI’s procedures and logistical tools are in place and are respected.
• Fixed equipment: He/She is responsible of the management of computer equipment, tele/radiocommunication equipment and for the mission’s energy supply.

Training:
Desirable:

• Bioforce/ Bac + 2 to + 5 – in logistics (purchases, transport etc)

Requirements
Experiences:

• Min. 2 year of humanitarian experience in logistic coordination.
• Experience in security management.

Required:

• Familiarity with stock procedure, car park management, telecommunications, etc
• Familiarity with the procedures of institutional backers (OFDA, ECHO, AAP, UN agencies,etc)

Desirable:

• Mastery of techniques such as communication, energy, electricity and computer technology
• Good writing skills

Languages:

• English is mandatory

Knowledge and Skills:

• Independence, an ability to take the initiative and a sense of responsibility
• Good resistance to stress
• Sense of diplomacy and negotiation
• Sense of involvement
• Trustworthiness and rigor
• Capacity to delegate and to supervise the work of a multidisciplinary team
• Ability to remain calm and level-headed
• General ability to resist stress and particularly in unstable circumstances
• Good analysis and discernment capacities
• Organization and priority management
• Adaptability to changing priorities
• Pragmatism, objectivity and an ability to take a step back and analyze
• Ability to make suggestions

Proposed Terms
Employed with a 6 months Fixed-Term Contract.

Remuneration and Benefits

• Monthly gross income: from 1 980 up to 2 310 Euros depending on the experience in International Solidarity + 50 Euros per semester seniority with PUI.

Expenses Covered:

• Cost covered: Round-trip transportation to and from home / mission, visas, vaccines…
• Daily living Expenses (« Per diem »)
• Break Policy: 5 working days at 3 and 9 months + break allowance
• Paid Leaves Policy: 5 weeks of paid leaves per year + return ticket every 6 months.
• Insurance including medical coverage and complementary healthcare, 24/24 assistance and repatriation
• Housing in collective accommodation

How to Apply
Interested and qualified candidates should send their Application (Resume and Cover Letter) to “Romain Gautier, Human Resources Officer” for Expatriates at:  
recrutement@premiere-urgence.org with the following subject: “LogCo-Nigeria”

Application Deadline  30th November, 2016.