General Objective

• Under the supervision of the Logistics Manager, the Logistics Officer supports the maintenance, security, and follow-up of PUI equipment, goods, and premises.
• He/She also assists with activities related to fleet management, assets, movement, IT, communication, and reporting, in accordance with PUI standards and procedures, to ensure optimal functioning of logistics operations.
• The Logistics Officer works under the direct supervision of the Logistics Manager.

Responsibilities and Task
Equipment:

• Dispatch the equipment on the base according to the needs, and update the equipment list accordingly
• Ensure that the assets are properly maintained and maintenance intervals and procedures are respected
• Monitor and facilitate repair orders
• Inform his/her direct supervisor in the event of an inability to carry out the work requested which requires the intervention of a daily worker or specialized technician
• Ensure the equipment and machines used by teams are cleaned and kept in good condition.
• Records all PUI equipment in the Equipment follow-up sheet
• Ensures that all allocated equipment is duly recorded in the staff asset form
• Follow-up the maintenance of all equipment according to the planning and PUI procedures
• Ensure the correct use of all equipment and provide training to PUI staffs or contractors if necessary
• Communicate equipment needs and damages to the Deputy logistics Manager

Store Management:

• Ensure all requests of stock are sent and delivered to the requesters in a timely manner
• Communicate all delays or variances in inbound/outbound freight to the different department
• Monitor the quality of products at the time of reception, in coordination with the Supply-chain Team.
• Regularly monitor the quality of products during storage. Pay special attention to expiration dates
• Plan warehouse layout and space requirements (to prevent loss or damage and achieve warehouse optimization) and organize the implementation.

IT / Communication:

• Follow-up and update communication credit for the whole mission
• Communicates maintenance needs of all IT equipment (computers, printers, etc.) and proposes solutions to the Logistics Manager
• Assist workers or specialized technicians if needed
• Follow up the quality-of-service provision for internet and equipment maintenance

Documentation and Reporting

• Give daily report to the Logistics Manager about the progress of the logistics activities
• Archive and centralize logistics files related to his domain

Team Management:

• Organize the guards schedules in the premises
• Plan and follow up the activities of the staff under his/her line management
• Identify the needs for trainings and prepare relevant training material for the logistics department
• Run the performance appraisal of the staff under his/her supervision

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Job Summary

• The Finance assistant will have to assist the Admin Manager in all the activities related to finance and cash management.

Responsibilities
Treasury & Cash Follow-up:

• Manage the cashbox and ensure the safe keeping of cashbox
• Process receipts and invoices for cash payments
• Do daily physical inventory of the cashbox with the Finance Officer
• Ensure the daily worker payments
• Prepare and follow up the pay-outs and cash advances, within established guidelines
• Guarantee security of the cashbox and confidentiality of information

Finance & Accounting Management:

• Check, before recording any entry, that the invoices are compliant with PUI’s regulations and procedures
• Record cash expenses in the excel books on a daily basis, and properly fill in the information needed (date, accounting code, project, budget code, etc.)
• Issue voucher numbers, and properly archive the invoices and Saga vouchers in dedicated files, as per the donors’ rules and regulations
• Assist in the preparation for the external audit visits (donor and coordination visits)

Archiving Finance record:

• Manage the electronic archival of Finance files as per the filing process at the base level and share the scan data with Abuja
• Manage the physical archival of Finance files as per the archiving process at the base level
• The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs. The employee could be requested to perform other tasks as his/her line manager may judge necessary

Priorities of the Department:

• Be responsible of all cash payments and relevant protocols related to the base
• Ensure the accountancy hard copies quality
• Scanning of all finance documents
• Ensure that the cash security procedures are implemented and respected.