Logistics Assistant

Base of posting: Ramallah (Coordination Office)

Strarting Date: March 2024

Contract Duration: September 2024 (with the possibility of renewal)

Première Urgence Internationale is a French non-profit, non-political, non-religious non-governmental international organization (NGO); which has been operational in the Occupied Palestinian Territory since 2002. 

PUI is operating in the West Bank, including East Jerusalemand Gaza Strip. The organization is working in different fields such as shelter, Food security and livelihoods, Agriculture, Heritage, Economic recovery and Cultural Heritage.

PUI’s humanitarian and development aid strategy focuses on providing support to populations affected by the coercive environment and subsequent violations of international humanitarian/human rights law in both the West Bank (WB) and the Gaza Strip (GS). It combines several sectors of intervention to prevent the loss of livelihoods and displacement of populations as a consequence of protection threats, addresses the lack of services (Health, Education, WASH), and the lack of access to agricultural lands or job opportunities.

Overall Objectives

Under the supervision of the Deputy Logistics Coordinator, the Logistics Assistant is responsible for the follow-up and the implementation of the logistics tasks for the structure in Ramallah Coordination office. S/He will ensure that the required documentation is available in the logistics folder of the mission to comply international standards and the national policies of PUI on the mission. S/He will ensure that the needs of the Coordination office are well complied for the structural part.

Tasks and Responsibilities

1. Handle, archive and follow up logistics and procurement for the structure and operation of the coordination office.

• Ensure the procurements of the coordination office needs.
  • Undertake all procurement activities accordance to PUI rules, practices and procedures: Prepares quotations, tenders, offers and bidding forms.
  • Contact suppliers to ensure the timely and efficient delivery of quality materials at the lowest price according to PUI's procedures.
  • Conduct an inspection for the goods and verify the technical specifications of items at delivery.
  • Ensure the follow up of the contracts with the supplier (including warranty respect).
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• Office and Guest House follow-up.
  • Ensure the maintenance follow up of the building and assess the structure equipment needs (stationeries, furniture, computers, cleaning material, vehicles...)
• Ensure the follow up of the fixed assets of the coordination office.
  • Ensure the appropriate and optimal use, standardization, and cost efficiency of the assets (vehicles, computers, office equipment, radios and telecommunication equipment).
  • Manages and correctly ensure the maintenance existing equipment according to PUI rules, regulations, practices and procedures.
  • Registers any new fixed assets in the inventory.
  • Manages the inventory of office assets and follow-up mobile communication use.
• Ensure the follow up of the vehicle fleet.
  • Follow the vehicle fleet in term of administration, filing and maintenance.
  • Follow the vehicles logbooks on a daily basis and filling the monthly logbook sheet.
  • Supervises the availability, at all times, in the car of: the Log Book, the discharge of responsibility forms, the maps and the spare parts as mentioned and signed by him in the Log Book, a complete first aid kit and spare wheels in good conditions.
  • Oversee vehicles and collect and verify vehicle logbooks in addition of following up fuel consumption and cars private use calculations according to PUI policies and model provided.
• Undertake additional activities as required by the supervisor.

2. Ensure correct filing, archiving and reporting of the logistics and procurement document.

•  Ensure the collect, the filing and the reporting of the purchase documents.
  • Collect all purchase document (PR, PO, etc...) to sign at the level of the coordination office in Ramallah and ensure that all the documents are correctly signed and archived (hard and soft version).
  • Liaising with Finance team on invoice tracking.
  • Collect the procurement plans follow up, Purchase-Contract Follow up, Asset follow up, fleet vehicle follow up, the bases assessment and logistic reports from the other logisticians in the bases, and summarize it in one document on a monthly basis for the monthly Log Pack.
  • Ensure the analysis of the Procurement Follow up (purchase step compared to procurement plan schedule, data entry missing or mistakes, statistics on procurement efficiency...).
• Ensure the collect and good filing of the Log Pack documents of the mission.
• Undertake additional activities as required by the supervisor

    3. Follow up on IT related issues in the coordination office and providing support for the bases when needed.

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Required knowledge and skills

Education / Training: University degree in logistics, procurement, business administration or related fields. 

Professional Experience: 1 year in a similar position. (IT background is an asset.)

Knowledge And Skills:

• Proven interpersonal skills.
• Excellent oral and written communication skills.
• Excellent computer skills especially in MS Word, Excel and Access.
• Ability to work under pressure, long work hours, and heavy workload.
• Ability to prioritize tasks and organize work.
• Proven ability to plan and manage owns time and others.
• Self-motivated, honest, highly responsible, and punctual.
• Ability to work both independently and as part of a team.
• Flexibility, adaptability, culturally sensitivity, sense of humor.

Languages:   Fluency in Arabic and English.

Driving License: Clean Driving license. Automatic Transmission (Preferred Manual).

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

• Strong interpersonal skills Responsiveness.
• Well organized.
• Team spirit.
• Ability to take initiative to deal with difficulties encountered in daily work.
• Autonomy, neutrality.
• Motivation to help people in need.
• Conflict resolution.
• Good communication.

PUI provides a work environment that reflects the values of integrity, diversity and gender equality. Therefore, we strongly encourage applications from women and underrepresented cultural or social groups, particularly people with disabilities and people from communities highly affected by occupation-related violence (including settler violence).

All PUI workers adhere to the values and principles outlined in the PUI Code of Conduct and policies, including the Protection from Exploitation and Abuse Policy and the Child Protection Policy.”

If you believe you are the candidate we are looking for, please fill in the form in the link below:

LOGISTICS ASSISTANT – APPLICATION FORM

In addition, please submit a cover letter and a detailed resume before February 29, 2024 by sending an e-mail to [email protected]. Please indicate the Position Title " Logistics Assistant " in the E-mail subject line.

Incomplete applications or Unfilled Forms will not be considered. Only short-listed candidates will be contacted.