Overview
Deliver/Return Task Order Coordinator
Department: Procurement
Based in Arlington, VA or Washington, DC
Reports to the Deliver/Return Manager
Who we are
With over 45 years of experience, working in over 40 countries Population Services International (PSI) is the world’s leading non-profit social marketing organization. PSI is reimagining healthcare, by putting the consumer at the center, and wherever possible – bringing care to the front door. We are working to fix market failures, shape future health markets and shift policy and funding to better support consumer empowered healthcare.
There are over 7,000 “PSI’ers” around the world. We are a diverse group of entrepreneurial development professionals with a wide range of backgrounds and experience. All with unique skills that we bring to the critically important work that we do.
Join us!
General Summary
The Procurement and Supply Management project is the primary vehicle through which USAID 1) procures and provides health commodities, 2) provides technical assistance to improve partner countries’ management of the supply chain, and 3) collaborates with key international stakeholders to support global health initiatives. The Deliver/Return Task Order (TO)Coordinator will prioritize, manage, monitor and report on order execution for all project commodities for a specific TO to ensure delivery of shipments door-to-door (manufacturer to warehouse, manufacturer to recipient or warehouse to recipient) and door-to-port (manufacturer to port of destination or warehouse to port of destination). Coordinates with internal global supply chain (GSC), deliver/return teams, ISC managers, country managers, and regional distribution center staff to ensure timely deliveries.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Responsibilities
Your contribution
Essential Functions
- Serve as primary point of contact for TO-specific orders and deliveries.
- Respond to requests from the procurement specialists and country managers related to: when the waiver was requested, when pick up occurred, when QA started, if QA is completed, when an order is delivered, etc.
- Provide waiver information for procurement specialist in regard to lead times, documentation processes, etc.
- Manage and Monitor TO-specific health commodity orders through prioritization and review, in coordination with internal and external teams including but not limited to staff involved in third party logistics; integrated supply chain (ISC) managers, country managers; suppliers; supplier relations; sourcing and fulfillment.
- Systems include: ARTMIS, LMIS, Dashboard, 3PL Merge Trackers, Pipeline, and Email management
- Validate data on shipping and commercial documents: review documents for accuracy and completeness with respect to consignee details, products and quantities, sufficient remaining shelf life, all relevant COAs, etc.
- Provide country managers with direction on priority shipments to ensure timely booking, shipment, and delivery. Coordinate with country managers to escalate orders to supervisors or Deliver/Return manager to ensure timely delivery.
- When required, communicate directly with suppliers, third party logistics providers, and other commercial partners regarding order statuses and production. Attendance in supplier and partner meetings as needed / required.
- Monitor and manage communications between third party logistics providers and suppliers to ensure timely pick up.
- Collaborate with Quality Assurance entities for pre-planning purposes to meet on-time delivery. This also requires adherence to processes in order to ensure that orders are not picked up prior to QA release for commodities that require pre-shipment inspection.
- Participate in internal and external TO-specific meetings providing status updates for delivery.
- Organize and lead meetings for Task Order teams around logistics requirements to ensure order timeliness and create action plans for preventative measures in the process by assisting in developing action items for all cross functional teams in urgent order scenarios.
- Interact with the Supply Management and Inventory teams regarding spacing constraints in GHSC-PSM distribution warehouses.
- Prepare and present content in suppliers meetings around logistics performance.
- Ensure order processing and delivery, including developing daily action plans and resolving issues.
- Ensure timely order processing and delivery by directly solving issues.
- Coordinate with other departments within GHSC-PSM to prioritize and troubleshoot shipments that require additional or urgent attention.
- Analyze data in LMIS against emails to validate actual performance.
- Submit incident reports and attend incident meetings as necessary.
- Create detailed timelines for orders that require assistance around the AD approval requirements.
- Analyze data on shipping lanes and upcoming orders and submit timely requests for new lanes to ensure rates are in place prior to GAD and 3PL booking.
- Monitor work against targeted on-time delivery goals as defined by PSM management and elevate orders to leadership accordingly.
- Coordinate with procurement teams to prepare and submit Acceptable Delay requests and ensure necessary changes are given USAID approval.
- Validate freight estimates through the ARTMIS system prior to final order finance approval.
- Validate reports on order timeliness for ISC Managers.
- Continuously work to improve and broaden health commodity product knowledge and country-specific logistics knowledge for the Deliver Return team and GHSC-PSM as a whole.
- Activities include: running reports on supplier issues, supplier analytics, reviewing lead times, issues management reports, support assembling trainings, attend ad hoc trainings both internal and external, updating country profiles,communicate logistics necessities to Procurement specialists*.*
- Research product characteristics and identify dangerous goods, HAZMAT, and cold commodities to ensure temperature requirements are being met.
- Organize and conduct trainings for procurement team on topics ranging from program technologies, international health commodity and humanitarian importation laws and restrictions, logistics and freight processes, international tax exemption waiver processes, medical product registration, etc.
- Create, edit, and maintain training materials for Deliver Return Support Staff and provide trainings as necessary.
- Provide Guidance and Support to Task Order specific procurement teams.
- Meet with Procurement Specialists (PS) to go over orders and update on shipment status.
- Advise PS on appropriate shipment modes, communication requirements, and email etiquette.
- Escalate to Procurement Supervisor when suppliers do not have shipments ready for pick up.
- Remind Procurement Supervisor and PS of any actions, emails, or issues pending response.
- Perform other duties as required.
Supervision
The Deliver/Return TO Coordinator will report to the Deliver/Return Manager.**Qualifications**
What are we looking for?
The candidate we hire will embody PSI’s corporate values:
Measurement: You use hard evidence to make decisions and guide your work. You set clear goalposts in advance and explain clearly if you need to move them.
Pragmatism: You’ll strive to deliver the best possible result with the resources available. You won’t be paralyzed by a need to make things perfect.
Honesty: You own your mistakes and are open about your shortcomings – it’s the only way you’ll learn and improve.
Collaboration: You’ll quickly establish a mental map of whom you can rely on for what, on your team, at headquarters, and in our country offices – if you try to do it all yourself, you won’t succeed.
Trust: You accept limits to your sphere of control and give colleagues the benefit of the doubt
Commitment: You are in it for the long-haul and want to grow with the organization, just like PSI serves its consumers and partners with host-country governments through thick and thin.
- AA degree and two years related experience OR BA/BS degree and six months related experience.
- Working knowledge of procurement regulations, including FAR and AIDAR preferred.
- Willingness to travel (ad hoc domestics travel).
- Exceptional communication skills and sense of humor, teamwork essential.
- Proficient with MS Office skills and data analysis.
- Working knowledge of French, Spanish is desirable.
References will be required. The successful candidate will be required to pass a background check. For domestic positions: Must be authorized to work in the United States. N.B. PSI will not consider work visa sponsorship for this position.
PSI has implemented a COVID-19 Vaccine Mandate to provide a hazard free employment and work environment in our commitment to our employees. Candidates offered a position will be required to provide proof of vaccination prior to their start date and their employment will be contingent on this. Candidates needing a medical or religious accommodation should let their recruiter know.
PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, matriculation, political affiliation, family status or responsibilities, gender identity or expression, pregnancy, childbirth, related medical conditions or breastfeeding, genetic information, amnesty, veteran, special disabled veteran or uniform service member status or employment status.
ACCESSIBILITY NOTICE: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to: newhiresupport@psi.org or call (202)785-0072.
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