GENERAL OBJECTIVE
Under the direct supervision of the Supply Chain Manager, the Procurement & Logistics Officer is responsible for facilitating and following all procurement activities at Base office in Maiduguri, Borno State. The Procurement officer is responsible to process purchase file and transactions for equipment, materials, supplies, capital goods, and services.
RESPONSABILITIES AND TASKS
Objective 1: Manage the supply chain for the base projects
Ensure that procedures are followed in regard to supply chain including procurement, receipt and documentation
Ensure that base team understands and complies with the laid down procurement procedures in collaboration with the Logistics Manager
Update the PFU daily to ensure proper follow up.
Share PFU on weekly frequencies with all requesters
Take complete responsibility of supervision for the receipt of goods (including quality, quantity, price, procedure), ensure all documents are duly filled and signed by relevant persons upon delivery completion with storekeeper support
Supervise the Storekeeper in storage, accounting and reporting of all items received and stored in the warehouse(s).
Update the prices and suppliers lists at least every two months
Ensure best available prices and quality of items before acceptance from supplier
Ensure that the storekeeper keeps to standard stock management (storage conditions, relevant reports, observation of expiration dates, etc.)
Objective 2: Manage the vehicle fleet, fuel consumptions and driver’s rooster
Supervise the lead driver to ensure management of vehicle movements planning of use. Provide monthly roster for drivers.
Ensure with the lead driver that all vehicles have all accessories & tools
Monitoring of movements and refueling follow up. Ensure logbook & logbook & another document properly filled.
Provide analysis and solution on consumptions high levels
Ensure proper maintenance & fueling of the generators of GH/Office. Maintain generator log sheet with support of storekeeper
Objective 3: Supervise the team under his management:
Implement Monthly work plan for the, drivers’ cleaners and guards.
Ensure tasks and responsibilities are properly held & done for all activities.
Carry out performance appraisals for the storekeeper and drivers by carrying out objectives and results
Provide technical support and capacity building to the team as necessary.
Objective 4: Reporting:
Activities:
Collect and analyze monthly data reports for inventory, stocks, running costs of vehicles and generators
Complete report documentation for consolidation (CFU, PFU, samples inventory, consumptions grids for vehicles & generators, maintenance follow up, inventory list)
Draw up the narrative report and attach all useful documentation before sending to Log Manager
Contribute to weekly logistics meeting with additional points
Objective 5: Ensure support for the security of office, warehouse and guesthouse
Activities:
Collect information and analyze the environment
Provide support to implement the base security plan and actions.
Follow the proper application of procedures and safety rules for all staff and PUI premises
Ensure that all guards, internal and contracted, report to their duty stations punctually and remain there until relieved by other guards; and that the office and GH are not left unattended at any time.
Ensure the guards maintain a logbook of each visitor, personnel and vehicle movements.
Receive daily reports from guards taking note of any irregular occurrences in these locations and discuss with the Log Manager on improvement of Base security
In collaboration with the storekeeper plan delivery of material/equipment
Supervise the shipment and delivery of materials/equipment up to their destination
Objective 6: Audit preparation
Ensure the archiving of all the hard copies linked to procurement at the base level
Organize and classify all the procurements to prepare the audit
In accordance with the Deputy Logistics manager, check and prepare all the files for upcoming audit
Additional responsibilities
This job description is not intended to be all inclusive and the employee will also perform other related tasks as required and responsible for reporting and communication of progress and achievement of the specific assigned task
The Logistics supervisor should be flexible and adaptable with regards to the implementation of the daily work/activities
The Logistics supervisor is expected to conduct all duties in a professional manner following PUI Nigeria mission staff regulations and charter
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forms.office.com