Netherlands: Logistics Services Specialist

Overview

The Logistics Services Specialist is a member of the Global Logistics Services Unit within the Logistics Team. The Logistics Services Specialist acts as the logistics expert for a portfolio of assigned countries. The 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 define corrective action in cases of irregularities.
The Logistics Services Specialist is responsible for the smooth implementation of daily Third-Party Logistics (3PL) operations. The Logistics Services Specialist provides oversight on last mile/in-country logistics and coordinates closely with 3PLs in charge of their country portfolio to support the troubleshooting of transport and delivery issues in collaboration with the principal recipients, and/or funders or clients.
The Logistics Services Specialist is the principal recipients’ main point of contact to provide shipment and related communications and is expected to provide customer service excellence to all stakeholders. The Logistics Services Specialist is expected to provide regular status updates on the shipments and address questions, concerns and/or requests for changes that the principal recipient may have and, where applicable, coordinate with the funders/clients and other stakeholders as needed.
The Specialist is also responsible for maintaining data accuracy from the point of goods readiness to proof of delivery and confirmation of receipt; and for working with the Procurement and/or Order Fulfillment Unit to ensure the supply chain is established and executed to PFSCM and the funder/client’s key performance indicators (KPIs). The logistics activities are carried out as per standard operating procedures (SOPs), either in-house SOPs and/or those determined by the funder or client.

Specific Responsibilities

Supply Chain Administration

• Assist the Order Fulfilment and/or Procurement Units in the checking of shipping documents, when deemed necessary.
• 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.
• Create advanced shipping notification (ASN) upon receipt of a complete and checked set of shipping documents from the Procurement Team (Order Fulfillment and/or Procurement Units).
• Collect and enter 3PLs’ planned shipment costs into PFSCM’s shipment management system.
• Issue pick-up and delivery instructions to 3PL service providers 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, in coordination with the Procurement Team.
• Manage last mile/INCO logistics, including: communications between 3PLs and principal recipients; space capacity, offload capability, proof of delivery, vehicle compliance issues; custom process and efficiencies and customer satisfaction.
• Lead the troubleshooting of in-country transport and delivery challenges and define and implement corrective action in case of irregularities.
• Work with the Procurement Team to advise vendors on documents required for the importation of pharmaceuticals and medical supplies in countries of destination.
• Create Goods Receipt Notes and ensure data accuracy and maintenance of all order progress in various IT systems.
• Act as a liaison with the Procurement Team to ensure smooth progression of required changes to orders.
• Coordinate team functions and performance as required.

Client Relationship Management

• Provide excellent customer service while acting as primary point of contact for principal recipients and 3PLs for shipment and related communications. Where appropriate, the LSS may also facilitate communication between principal recipients and other PFSCM units, i.e. Order Fulfillment, Procurement, Finance, or others.
• On-board 3PLs on importation requirements for portfolio countries and review importation process and communications expectations with PFSCM in coordination with the Freight Services Unit.
• Facilitate document flow with principal recipients on import/export regulations and other documentation requirements.
• Provide summaries of shipment statuses (shipment overviews) to principal recipients and where appropriate the funder/client.
• Work collaboratively with the principal recipients, internal and external units (including Region/Country teams and transport and logistics service providers), and partner organizations on logistical issues.
• Proactively identify in-country activities potentially impacting PFSCM’s and/or the project’s ability to perform its duties with principal recipients and advise the necessary stakeholders.
• Handle all shipment-related incidents; log incidents into PFSCM Incident Management System, provide inputs for incident investigation and contribute to the resolution within incident set timelines.
• Ensure principal recipients area able to track orders using visibility platform.
• Travel to meet with PFSCM’s stakeholders to maintain relations, as necessary.

Administration

• Maintain PFSCM’s Country Portal with the most up-to-date information; including maintaining a country profile for each of the assigned portfolio countries 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 in coordination with the Freight & Billing Administrator.
• Ensure that country shipping instructions are updated periodically; provide updates to Procurement Team and vendors as needed.
• Ensure information is up-to-date in PFSCM’s IT systems; including shipments validation upon delivery with the appropriate delay codes and shipment milestones.
• Ensure principal recipients are able to track orders using the visibility platform.
• Ensure all relevant order and shipping documents are filed appropriately for audit purposes.
• Seek opportunities for improvements in the operational processes and daily activities.
• Contribute to the development of work-instructions and standard operating procedures.

Qualifications and Experience

Education

Required

• Bachelor’s Degree in logistics, public health, or other related area or equivalent experience.

Experience

Requred

• At least 3 years of experience in supply chain operations, transport and logistics, and/or managing accounts.

Knowledge and Skills

• Prefer significant experience with The Global Fund or other international donors.
• Fluency in English is required, other languages (French, Spanish) a plus.
• Previous client relations or customer service experience required.
• Experience with ERP or other supply chain management system required.
• Experience in the Health/Pharmaceuticals sector a plus.
• Experience working in a developing country a plus.
• Excellent written/verbal communication and interpersonal skills with strong sense of customer service.
• Strong organizational skills and ability to perform multiple tasks simultaneously, set priorities and work in a team with diverse cultural backgrounds.
• Ability to work comfortably with Microsoft Office software, specifically Word, Excel, and PowerPoint. Knowledge of Microsoft Project desirable.
• Willingness and availability to travel, and perform other duties as needed.

Competencies

• 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.

Physical Demands

• Keyboard use, pulling drawers, lifting papers <10 lbs.

Background Information

Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health. Since its founding in 1971, MSH has worked in over 150 countries with policy makers, health professionals, and health care consumers to improve the quality, availability and affordability of health services. Working with governments, donors, non governmental organizations, the private sector, and health agencies, MSH responds to priority health problems such as HIV & AIDS; tuberculosis; malaria; maternal, newborn and child health; family planning and reproductive health; and chronic non-communicable diseases such as cancer, diabetes, and lung and heart disease. Through strengthening capacity, investing in health systems innovation, building the evidence base, and advocating for sound public health policy, MSH is committed to making a lasting difference in global health.

EEO Statement

Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or veteran status.

https://jobs-msh.icims.com/jobs/9722/logistics-services-specialist/job