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Principal Duties and Responsibilities (Essential Functions)

• Under the guidance of the Senior Manager, LMD Performance Improvement, support in the development of the bimonthly LMD process integrated master schedule (IMS) for enhanced visibility and tracking to ensure appropriate coordination and timely execution of LMD processes
• Support in facilitating the daily LMD continuous process improvement meetings for enhanced efficiencies and achievement of project goals.
• Support the Senior Manager, LMD Performance Improvement, in collating distribution scorecards for all 3PL service providers to guide 3PL vendor performance review meetings.
• In liaison with the continual process improvement / incident management team, and under the guidance of the Senior Manager, LMD Performance Improvement, support in the coordination of the bimonthly distribution 3PL performance review meetings and follow through for the execution of corrective and preventive actions for improvements
• Support the Manager, Warehousing to ensure close monitoring of warehouse space utilization 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.
• Support the Manager, Warehousing, to conduct periodic review of the routine stock report for all project’s commodities stored at the 3PL managed warehouses and probe for correctness prior to its use for decision making.
• Support the operationalization of the Project’s m-supply inventory management shadow system for enhanced stock tracking and periodic stock audit as guided by the Manager, Warehousing.
• Support the Manager, Warehousing, in the conduct of periodic physical stock count at the 3PL managed warehouses for increased project’s visibility to stock situations as required
• Support the warehouse service providers to ensure compliance with standard practices and procedures and assure quality of services offered per the guidance of the Manager, Warehousing.
• Working with the warehouses, regularly provide support, coordination, and technical assistance to the 3PL on warehousing and distribution activities such as receipt, pick, pack and dispatch of cold chain and non-cold chain public health program commodities for onward distribution to health facilities, under the guidance of the Manager, Warehousing.
• Support in identifying, flagging, and reporting, where possible, addressing all transport 3PL non-conformances or adverse reports (some of which bother on suspicion of fraud, commodity loss, by proxy delivery, lagging delivery times, use of non-compliant vehicles etc.) to/with the respective unit / activity leads for immediate resolution.
• Support the collation of commodities waste drive data to facilitate the project’s annual commodities waste drive.
• Compile and submit periodic daily, weekly, and monthly reports of W&D activities as may be required to enhance project visibility.
• 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.
• Contribute to showcasing GHSC-PSM Nigeria successes through technical report writing, development of abstracts, articles and other technical documents, as may be required.
• Perform other duties as directed by the Director, Warehousing and Distribution or his/her designate.

Job Qualifications and Skills

• Degree in Public Health, Pharmacy, Logistics management, Science or Social Sciences.
• Minimum of 5 years of professional experience in Health program, preferably in health care supply chain management.
• Previous professional experience with international donor programs required.
• In depth knowledge of the Nigerian public health supply chain landscape is required
• Experience in liaising with multiple stakeholders including but not limited to USAID, in-country Ministries of Health, GHSC-PSM project field offices, other USAID and non-USAID project field offices, international donors, implementing partners, and inter-agency initiatives.
• Results-oriented professional capable of achieving targets and goals set in cooperation with the client, counterparts, and stakeholders.
• Demonstrated understanding of supply chain concepts preferred.
• Ability to contribute to capacity-building efforts and work with colleagues in diverse cultures.
• Ability to work independently with minimal supervision.
• Ability to work effectively and harmoniously with other project staff, other donors, consultants, vendors and other stakeholders as relevant.
• Computer literacy with demonstrated use of word processing, database and presentation software (Word, Excel, Power Point).
• Excellent organizational and time management skills and strong attention to detail.
• Excellent writing and communications skills in English required.

Supervision

• The LMD performance Improvement and Warehousing Advisor will report directly to the Manager, Warehousing on all warehousing matters and report to the Senior Manager LMD Performance Improvement and Commodities Waste Drive on all LMD performance improvement and commodities waste drive matters.

Working Conditions/Duration of Assignment

• This is a Long-term position from based in Abuja, Nigeria with travel to other states as may be required.

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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 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.
• 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.