Netherlands: Logistics Services Specialist

Overview

The Logistics Services Specialist is a member of the Logistics Services Unit within the Supply Chain Operations Team. The Logistics Services Specialist acts as the logistics expert for a portfolio of assigned countries. The Logistics Services Specialist understands the country context and possible constraints for the delivery and receipt of goods at the central medical store of designated regions/countries and is responsible to ensure compliance with import/export documentation requirements and defines corrective action in cases of irregularities.

The Logistics Services Specialist is responsible for the smooth implementation of daily Freight Forwarding Operations. The Logistics Services Specialist provides oversight on last mile/in-country logistics and coordinates closely with Freight Forwarders in charge of their country portfolio to support the troubleshooting of transport and delivery issues in collaboration with the Principal Recipients and/or Global Fund.

The Logistics Services Specialist is the Principal Recipients’ (PR) main point of contact for shipment and related communications. Where needed, the Logistics Services Specialist will be expected to provide regular status update on the shipments and address questions, concerns and/or request for changes that the PR may have and, where applicable, coordinate with the Global Fund’s Sourcing Team and other Unit stakeholders as needed.

The supply & delivery activities are carried out as per standard operating procedures (SOP’s), either in-house SOPs and/or those determined by the Global Fund. The Logistics Services Specialist primarily communicates with the Freight Forwarders (FFs), Principal Recipients (PRs) and the Global Funds’ Sourcing Team. This position reports to the Logistics Services Manager.

Specific Responsibilities

Supply Chain Administration

• Ensure timely logistics execution of international transport of goods into the specific countries (export, shipping lanes etc.), the importation and clearance of goods including any specific fees, taxes, authorization or waiver needed for all categories of products managed by PFSCM under PPM.
• Create Advanced Shipping Notification (ASN) upon receipt of a complete and checked set of importation documents from the Order Fulfillment Unit and once specific preshipment country importation requirements (ex: pre-clearance, waiver etc.) are in place.
• Issue pick-up and delivery instructions to freight & logistics partners per respective in-country (INCO) terms.
• Monitor all shipments, including Confirmation of Receipt (COR)/Proof of Delivery (POD) and proactively identify shipment delay/issues which may jeopardize the delivery of the goods within the promised timeline and quoted cost, including milestone auditing (milestone entry and accuracy).
• Identify consolidation opportunities within a particular order and/or across countries. Manage last mile/INCO logistics, including: communications between Freight Forwarders and Principal Recipients; space capacity, offload capability, proof of delivery, vehicle compliance issues; custom process and efficiencies and customer satisfaction.
• Define and implement corrective action in case of irregularities.
• Lead the troubleshooting of in-country transport and delivery challenges.
• Work with the Order Fulfillment Unit to advise vendors on documents required for the importation of pharmaceuticals and medical supplies in countries of destination.
• Act as a liaison with the Order Fulfillment Unit to ensure smooth progression of required changes to orders.
• Create Goods Receipt Notes and ensure data accuracy and maintenance of all order progress in various IT systems.
• Coordinate team functions and performance as required.

Administration

• Maintain the Logistics Client Tool Kit (CTK) with most up-to-date information. Maintain a country profile for the assigned portfolio with key information on country context/requirements knowledge and expertise including in-country supply chain issues regarding storage and/or delivery of goods.
• Provide inputs into final invoicing documentation and approval process.
• Ensure that country shipping instructions are updated periodically; provide updates to Order Fulfillment Unit and vendors as needed.
• Document all relevant information on orders and deliveries in hard copy and electronic files.
• On-board freight forwarders on importation requirements for particular countries and review importation process and communications expectations with PFSCM and Global Fund per Communications Matrix.
• Ensure order information is up-to-date in Orion.
• Ensure Principal Recipient is able to track orders using MyOrders platform.

Client Relationship Management

• Act as primary point of contact for Principal Recipients and Freight Forwarders.
• Inform the Principal Recipients, and where appropriate the Global Fund Portfolio Team, about the progress/status of shipments.
• Facilitate document flow with Principal Recipients on import/export regulations and other documentation requirements.
• Provide summaries of shipment statuses (shipment overviews) to Principal Recipients.
• Work collaboratively with the Principal Recipients and PPM team (including Region/Country teams and transport and logistics service providers) and partner organizations on logistical issues.
• Identify in-country activities potentially impacting PPMs ability to perform its duties with Principal Recipients and advise Order Fulfillment Unit.
• Liaise with the Global Fund’s Sourcing Team and other teams/individuals (Fund Portfolio Manager, Program Officer, etc.) at the Global Fund Secretariat on specific orders and other requests.

Other

• Handle all shipment-related incidents; log incident into CRM, provide inputs for incident investigation and contribute to the resolution within incident set timelines.
• Seek opportunities for improvements in the operational processes and daily activities.
• Contribute to the development of work-instructions and standard operating procedures.
• Other miscellaneous tasks as and when required.

Qualifications and Experience

Required:

• Bachelor’s Degree in logistics, management, public health, business or other related area or equivalent experience.
• A minimum of 3 years’ experience in supply chain management, transport and logistics and/or managing accounts.

Preferred:

• Five years of related experience.
• Prefer significant experience with The Global Fund.

Knowledge and Skills

• Previous customer relationship management experience in the public health arena required.
• Experience with ERP or other supply chain management system required.
• Experience in the Health/Pharmaceuticals procurement sector a plus.
• Strong organizational skills and ability to perform multiple tasks simultaneously, set priorities and work in a team with diverse cultural backgrounds.
• Solution oriented with a high sense of quality, attention to detail, accuracy, efficiency and meeting tight deadlines.
• Team player who is also able to work independently and handle conflicting priorities while maintaining consistent, quality performance standards.
• Ability to manage multiple tasks within tight deadlines and prioritize effectively, while delivering high quality work.
• Excellent written/verbal communication and interpersonal skills.
• Experience working in a developing country a plus.
• Fluency in English is required, other languages (French, Spanish) a plus.
• Ability to work comfortably with Microsoft Office software, specifically Word, Excel, and PowerPoint. Knowledge of Microsoft Project desirable.

Competencies

• Navigating the Environment:

• Perspective, Dealing with ambiguity

• Ensuring Delivery of Results:

• Functional/Technical skills, Client Focus, Managing through systems, Managing and Measuring work, Negotiating, Information Sharing, Process Management, Priority Setting, Problem Solving and Timely Decision Making

• Core Personal Competencies:

• Ethics and Values, Integrity and Trust, Listening, Written Communication

• Core MSH competencies:

• Adaptability, Communication, Problem Solving, Creativity and Innovation, Quality, Quality and Timeliness of Work, Quality of work and Team Relationships, Resource Utilization

Physical Demands

• Availability to travel domestically and internationally as needed.
• Keyboard use, Pulling drawers, Lifting papers <10lbs., etc.

https://jobs-msh.icims.com/jobs/9395/logistics-services-specialist/job