Warehousing & Distribution Advisor (Gombe State) Full Time

JOB DESCRIPTION/SCOPE OF WORK

Position Title: Warehousing and Distribution Advisor

Location: Gombe Nigeria

This scope of work (SOW) sets forth the services to be provided by the Warehousing and Distribution Coordinator

to SAII Associates Ltd/Gte, an associate company of Chemonics International Inc. in the implementation of the USAID Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) in Nigeria.

Background: The purpose of the USAID Global Health Supply Chain Program–Procurement and Supply Management single award IDIQ contract is to ensure uninterrupted supplies of health commodities to prevent suffering, save lives, and create a brighter future for families around the world. The IDIQ has four task orders that directly support the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR), the President’s Malaria Initiative (PMI), and USAID’s family planning and reproductive health program. GHSC-PSM provides health commodity procurement services and systems strengthening technical assistance that address all elements of a comprehensive supply chain. All four task orders are implemented in Nigeria

Principal Duties and Responsibilities (Essential Functions)

Warehousing

• Ensure adherence to Good Warehousing Practices across supply chain operations (warehousing operations in both government owned, including designated storage facilities for LLINs for distribution campaigns, and contracted 3PL warehouses). Serve as a resource in the coordination of warehouse operations for the supply of health program commodities to health facilities and to ensure appropriate and timely refill of facility commodities based on delivery orders across programs/various donors
• Monitor the warehouse operations of third logistics warehouse service providers (subcontracted warehousing 3PLs) and government owned warehouses to ensure that standard practices and appropriate procedures are maintained.
• Monitor warehouse space utilization closely to ensure adequate warehousing space is available for all procured/ordered health program commodities and as well ensure that warehouse service bill match actual utilization.
• Ensure temperature monitoring equipment are available and functional and monitor to ensure compliance to acceptable standards.
• Maintain relevant documentation including; quarantine tracker, expiry tracker, pallet utilization tracker, etc. and provide routine summary reports as required.
• Coordinate and supervise the pick, pack and dispatch (PPD) of commodities during long haul to position commodities for Last Mile Distribution (LMD).
• Share daily PPD updates to and troubleshoot and address risks and possible disruptions for timely resolution.
• Validate bulk commodity allocations for LMD against physical quantities prior to LMD commencement.
• Coordinate and supervise the pick, pack and dispatch (PPD) of commodities during LMDs.
• Facilitate complete and accurate documentation during LMDs and interstate/long hauls; PODs and SRVs/SIVs/RIRVs.
• Collaborate with state Logistics Coordinators to review of the stock status report for all project commodities warehoused in government owned/managed warehouses.
• Take receipt of international shipments designated for direct delivery to the states; official receipt of commodities (malaria medicines, rapid diagnostic tests and long-lasting insecticidal nets, LLINs) into the subcontracted warehouse (owned by third party logistics warehouse service providers, government owned warehouses (Central Medical Stores – CMSs) and submitting the receipt reports (ensuring that all stock transactions are documented accordingly) to the Warehouse Manager.
• Monthly physical counts of all commodities in the subcontracted warehouses (owned by third party logistics warehouse services provider, government owned warehouse (Central Medical Stores – CMSs) or any other designated warehouse or storage location in the state capital, reconcile stocks and monitor all stock transactions (for malaria medicines, rapid diagnostic tests and long lasting insecticidal nets, LLINs) including receipts, issues, and stock- on- hand (physical count).
• Support achievement of the overall project goals as required to ensure project performance.
• Maintain a good knowledge and understanding of all office rules and procedures as set forth in the field office policy manual.
• The new roll-out of Warehouse Commodity Parallel System (WCPS) called m-Supply as a shadow warehouse inventory management by the project and for the project.
• Prepare weekly, monthly, quarterly technical reports as required.
• Perform other tasks as directed by the Supervisor

Distribution

• Ensure adherence to Good Distribution Practices across supply chain operations. Serve as a resource in the coordination of distribution operations for the supply of health program commodities to health facilities and to ensure appropriate and timely delivery/replenishment of commodities based on delivery orders across programs/various donors.
• Monitor the distribution activities of third-party logistics service providers; transportation 3PLs to ensure that standard practices and appropriate procedures distribution are maintained.
• In collaboration with field-based Logistics Coordinators, provide technical support to ensure that health facilities receive needed health commodities.
• Coordinate distribution/transportation operations to health facilities, within the agreed lead time, as stipulated in work orders or service level agreements.
• Carry out inspection of vehicles, ensuring that vehicles deployed by 3PLs are suitable, appropriate and meet set standard as stipulated in the contracts/work orders for the provision of transportation services.
• Carry out spot-checks during the LMDs; collate and report all non-conformances or adverse report (some of which bother on suspicion of fraud, commodity loss, by proxy delivery, lagging delivery times, use of non-compliant vehicles, etc.) concerning 3PL performance.
• Share daily LMD updates and troubleshoot to identify and address risks and disruption of LMD.
• Support achievement of the overall project goals as required to ensure project performance.
• Maintain a good knowledge and understanding of all office rules and procedures as set forth in the field office policy manual.
• Prepare weekly, monthly, quarterly technical reports on distribution activities as required.
• The roll-out and implementation of the Commodity Ordering System (COMS) One Network. This COMS is used in the consolidation and confirmation of LMD orders into movements to warehouse status which reduces manual processing of LMD orders that was time-consuming and prone to errors. Orderly utilization of approved route plans, monitoring and tracking the readiness and availability of LMD orders for processing.
• Deployment of the Power BI tool for real-time monitoring of the ePOD usage in last-mile deliveries of life-saving commodities by 3PLs, flagging and resolving all delivery-related identified gaps right in the field.
• Use of AssurX platform to report, track and resolve vendors’ non-conformances.
• Perform other tasks as directed by the Supervisor

POD Management

• Ensure distribution 3PLs submit copy of PODs at LMCU 48 hours after completing distribution

Job Qualifications

• Degree or its equivalent.
• Good understanding of WMS, Route Plan/ Truck Deployment Plan analysis
• Previous experience in and 3PL coordination is an added advantage
• Previous experience in the distribution of health commodities, preferably in an international health care supply chain management environment
• Strong analytical and problem-solving skills
• Ability to work as part of a team and to be self-motivated and self-managing
• Above average IT skills; knowledge of Microsoft Office software (Word, Excel, PowerPoint), ePOD, GPS tracking
• Experience working on a USAID or donor-funded project required
• Fluency in English is required

Supervision

The Warehousing and Distribution Advisor will report to the Regional Director on all administrative matters and report to the Manager, Warehousing and Distribution on all warehousing and distribution technical matters.

Working Conditions/Duration of Assignment

This is a long-term position for the life of the contract.