Preliminary job information

• Job Title: LOGISTICS & ICT OFFICER
• Country and Base of posting: YEMEN – MOKHA
• Reports hierarchically to: BASE LOGISTIC MANAGER
• Matrix Reports to: FIELD COORDINATOR
• Management: SECURITY GUARDS – DRIVERS 
• Contract Duration: 6 MONTHS (RENEWABLE BASED ON BUDGET AVAILABILITY AND PERFORMANCE EVALUATION)
• Announcing Date: MAY 15, 2025
• Announcement Closing Date: MAY 25, 2025
• Work Starting Date: JULY 1, 2025

General information on the mission

PU-AMI’s Context & strategy:

Première Urgence - Aide Médicale Internationale (PU-AMI) is an international, non-profit, non-political, and non-religious humanitarian organization which aims to provide rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity. PU-AMI provides assistance to more than 6 million people throughout 24 countries, with more than 2,500 staff worldwide.
PU-AMI adopts an integrated approach, to identify and understand the full array of the needs of the people affected by crises. This innovative approach is at the core of every PU-AMI-supported projects, to better target and prioritize actions, stabilize and improve the situation of the most vulnerable groups. It allows the teams to take all aspects of a problem into account, to come up with an efficient combination of solutions, which will have a powerful and long-lasting impact on the affected populations. In this respect, the organization runs around 190 projects a year worldwide, most of which are focused on Health, Nutrition, Food Security, Water, Sanitation and Hygiene, Psychosocial Support, Education and Protection activities. 
In Yemen, PU-AMI is supporting 18 health facilities (Health Centers, Health Units and Therapeutic Feeding Centers) in four Districts in Hodeidah (Al Mighlaf, As Sukhnah, Al Mansuriyah and Al Qanawis), three Districts in Raymah (Bilad At Ta’am, Al Jabin and Mazhar) and two Districts in Taizz (Al Mokha and Mawza). PU-AMI’s operations are managed by two field offices in Hodeidah and Mokha cities, both supported by the Sana’a coordination office. PU-AMI recently established a second coordination office in Aden. 
PU-AMI is participating actively in clusters and sub-clusters (health; nutrition; food security and livelihoods; WaSH) and works closely with relevant government departments.

Overall objective

The Mokha Logistics & ICT Officer is responsible for managing the Mokha logistics department including ICT tasks under the direct supervision of the Mokha Log Manager to support the implementation of the program’s activities on a timely and good quality basis and in compliance with PU-AMI procedures and donors’ guidelines. S/he will provide effective, efficient, and timely IT support to programme implementation activities; S/he will support all the departments at the Mokha base with its IT activities, including IT equipment maintenance, storing, procurement and inventory.

Tasks and Responsibilities

1.    Human Resources: He / She ensures the good HR management of the  the team and building capacities of the staff under his supervision.
2.    Supply chain: He/She ensures the good management and documentation of all the supply chain activities at the Mokha office level in order to provide the means for programs’ implementation on a timely and good quality basis, and in compliance with PU-AMI procedures and donors’ guidelines.
3.    Assets and premises: He/She ensures the good management of all the equipment and premises at the Mokha office level in compliance with PU-AMI procedures and donors’ guidelines.
4.    IT: S/He will ensure, with support from the Country IT Manager, proper sizing, management, and maintenance of all IT equipment at the base level.
5.    Security: He/She supports the Log Manager the Security Plan/Rules implementation and in security information gathering.
6.    Coordination, reporting, and dissemination of information: He /She ensures that all reporting tools are used, and information compiled and disseminated accordingly.
7.    Fleet and movement: He/She ensures proper management and follow-up of the vehicles fleet at base level and proper planning and follow-up of movement within Mokha governorate

Specific Goals and Related Activities

1.    INFORMATION TECHNOLOGY (IT) NEEDS, PHONE, PRINTERS.

• Assess IT Needs and liaise with the Country ICT Officer on specifications of IT Equipment.
• Set up new hardware, including laptops, desktops, printers, etc. (upgrade OS, antivirus, updates, clean up hardware)
• Train users at base level on basic IT issues (Office 365, backup, antivirus scan, use of e-mail/outlook...)
• Train Logistics teams on intranet Management.
• Develop communications between employees through communication programs (i.e ZOOM, Skype, Microsoft Team etc.).
• The Domain Server commissioning and data backup for all users
• Training on Domain server usage and data management and saving/archiving
• Equipment Allocation and Archiving of new Allocation forms to all Mokha base users
• Ensure proper IT, energy, Assets, Equipment management at base level.

2.    TEAM MANAGEMENT

• Direct management: Drivers & Security Guards + potential daily workers.
• He/She ensures the direct supervision and the management of the Mokha drivers, guards, and daily workers.
• He/She ensures that the planned objectives are achieved by the Mokha logistics department and leads the mid-term and final staff appraisal.
• He/She participates in the hiring process of any staff (assistant, driver, guard) to be recruited within the Mokha logistics department with the support of the Mokha admin team.
• He/She ensures compliance with PU-AMI Internal Rules and Procedures at a base level. He/she makes sure that procedures and processes (Vehicle rental, compound access, etc.) are known and respected.
• He/She ensures the integration of new staff within the Mokha logistics department, ensuring the project context, relevant tools and procedures, and PU-AMI policies are well understood.
• He/She reviews and helps draft the job profiles of logistics staff under his/her line management.
• He/She will support Logistics Manager Mokha in Supervision of Logistics staff in Mokha through dotted metrix management.

3.    SUPPLY CHAIN MANAGEMENT

• He/She ensures that the supply chain is efficient and well working at a base level.
• He/She ensures that all the procurement activities are implemented at the base level in compliance with PU-AMI procurement procedures and donors’ guidelines and are properly documented.
• He/She is in charge of all procurement processes at the base level, in compliance with the PU-AMI threshold, procurement process, forms, and tools.
• He/She ensures the organization of all transportation means at the Mokha coordination office level, notably by prioritizing the requests on a weekly basis and implementing a proper follow-up of their use.
• He/She is in charge of following closely the pre-clearance process with the authorities in Mokha for the importation of international procured goods (mainly drugs, medical equipment, and nutrition items), and dealing with clearance and transportation companies in Mokha that provide this service for PU-AMI (intermediary between the MoH/Customs and PU-AMI).

4.    ASSETS AND PREMISES MANAGEMENT

• He/She ensures that all the assets affected to Mokha Coordination Office are properly identified and registered in compliance with PU-AMI procedures and donors’ guidelines.
• He/She ensures the good use and maintenance of all assets at the base level in compliance with PU-AMI procedures and following manufacturers’ user manuals or internal user manuals if necessary.
• He/She ensures the proper maintenance of all the premises at the base level.
• He/She ensures that all the energy means necessary at the base level are available and are managed in compliance with PU-AMI procedures.

5.    INFORMATION ANA COMMUNICATION TECHNOLOGY (ICT)

• S/He will ensure installation, configuration, follow-up, and maintenance of Laptops, Desktops, MS Windows, MS Office, Outlook accounts, anti-virus, and other custom software.
• S/He will make suggestions on network hardware requirements, software upgrades, and improvements
• S/he will proactively work with the Country IT Manager to create and maintain an effective inventory of IT and communication equipment at the base level and field.
• S/He will assist the Country IT Manager in sizing the IT equipment fleet in the best way to ensure the best working conditions for all PU-AMI employees in Mokha.
• S/He will assist and follow up on data storage in OneDrive for all users, ensure data integrity and accessibility for users.
• S/He will be implementing backup solutions to regularly back up data stored on servers and developing disaster recovery plans to ensure business continuity in the event of server failures, data loss, or other disasters
• S/He will ensure that all surveillance camera systems are functional, adequately covering necessary areas, and that footage is stored securely for review when needed.
• S/He will ensure timely and regular maintenance and update of software office network and hardware at the base level
• S/He works with the Country IT Manager to manage all mobile telephony at base level, request new phones and SIM cards when needed and follow up on Credit limits, update contact list, and share every month with the Country IT Manager.
• S/He will coordinate the timely repair of equipment under warranty by the supplier.
• S/He will update and follow up on the Base Equipment list and prepare and install the log tags on the equipment.
• S/He will update and follow up with the focal point in the field for any new equipment and update the database.
• S/He will prepare and archive Staff Asset Forms for each piece of equipment allocated to staff, archive, ensure signature and update of the database, and ensure proper storage of redundant and inactive IT Equipment.
• S/He will update and follow up on the Base accessories list and share every month with the Country IT Manager.
• S/He regularly provides reports on system performance, usage statistics, and incidents to the Country ICT manager.
• S/He will perform network monitoring and alerting for any problems and root cause analysis.
• S/He Continuously monitors and manages the Internet and firewall to ensure optimal performance and security posture.
• S/He will add the Internet users and monitor Internet consumption in the firewall.

6.    CUSTOMS (WHERE APPLICABLE):

• Follow Up Customs clearance processes for all consignments.
• Liaise with the Customs and Clearing Agents on filing for Approvals from the Ministry of Health, Ministry of Finance, Customs, and the Supreme Medical Board.
• Follow Up with the Customs and Clearing Agents in ensuring Releases Orders are ready and shared with the Logistics Manager for processing.
• Liaise with the Clearing Agent and or any other Transporter to Transport the Cargos from the Airport and Seaport to the PUAMI Pharmacy.
• Collect and compile a full file for Archive for each shipment, Scan and maintain records for future reference.

7.    SECURITY 

• He/She ensures that all premises at the base level are properly equipped in compliance with PU-AMI security guidelines (hibernation kits, first aid kits, and extinguishers mainly, basement installation).
• He/She ensures that all transportation means at the base level are equipped and used in compliance with PU-AMI security guidelines.
• He/She supports the Log Manager managing Security for Mokha area office. 
• He/She will support both Mokha and Mokha area in compilation and sharing of security information received.

8.    COORDINATION, REPORTING, AND DISSEMINATION OF INFORMATION

• He/She is one focal point for Program Department at the base level for any logistics’ related issue.
• He/She liaises with finance Department to better organize logistics Department finance needs.
• He/She ensures the proper dissemination and archiving of all Mokha Logistics Department documents, in compliance with PU-AMI procedures and donors’ guidelines.
• He/She ensures the preparation of the full monthly logistics report of Mokha Coordination Office at the beginning of each following month and sending to the Log Manager for review before sharing it with the Coordination.

9.    FLEET AND MOVEMENT

• He/She ensures proper planning of the movement (movement plan drafting and sharing for validation) with a cost-effective and efficient way to plan the vehicles fleet size, and then a follow-up of movement matching with the validated movement plan
• He/She ensures a proper follow-up of PU-AMI vehicles and all-inclusive rental vehicles at the base level, by communicating in advance with the car rental provider, and reporting any need as soon as possible (new vehicle, change of vehicle, change of driver, need of maintenance/repair, etc.) 

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

• Strong work ethic, to be committed and disciplined within a very busy working environment 
• Autonomy, initiative and sense of responsibility 
• Good resistance to stress 
• Sense of diplomacy and negotiation 
• Good analytical and judgmental skills 
• Organization and management of priorities 
• Adaptability to changing priorities 
• Pragmatism, objectivity and perspective 
• Strength of proposals 
• Sense of commitment and ethics 
• Reliability and discipline 
• Ability to delegate and supervise the work of a multidisciplinary team