Employment opportunities

The USAID Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project seeks to fill the position of a Shipping Officer to support the GHSC-PSM project in Zambia.

The USAID Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project will be the primary vehicle through which USAID will procure and provide health commodities, provide technical assistance to improve partner countries’ management of the supply chain, and collaborate with key international stakeholders to support global health initiatives.

With 85+ staff across six offices around the country, this diverse and complex program sets out to strengthen the capacity of GRZ to develop sustainable systems that ensure the availability and security of vital and essential health commodities through (1) increased data availability and use for informed supply chain decision making, (2) improved quantification procurement planning and coordination processes, (3) provision of cost-effective, reliable international and local procurement services, (4) improved efficiency in warehousing and distribution by Zambia Medicines and Medical Supply Agency ( ZAMMSA), and (5) increased strategic management and planning by Ministry of Health for improved commodity security. The project seeks to recruit (on a one-year contract renewable) for the following positions:

Position Title: Shipping Officer (1 Position)

Reporting to: Procurement Specialist – Pharmacy

Principal Duties and Responsibilities

The Shipping Officer will ensure that all shipments are monitored and tracked using the relevant tracker for all the health commodities expected, make prior arrangements for storage space, ensure they meet the Quality Assurance and import permits are obtained ahead of time prior to the arrival of the shipments.

Specific Tasks

• Monitor and keep track of both DCP and international shipments using a clearly visible shipping tracker showing products being shipped, quantities, sources, arrival times, etc;
• Maintain constant communication with clearing agents on all incoming shipments to ensure expeditious clearing and delivery to ZAMMSA to avoid demurrage and storage charges, especially for cold chain commodities;
• Process applications for tax/duty exemptions through the Mission Office;
• Obtain import permits and waivers from ZAMRA to facilitate drug importations to avoid delays at the port of entry;
• Collecting and exporting samples flagged for QC inspection;
• Coordinate within the team and with vendors/suppliers and 3PL agents to monitor inbound shipments to proactively arrange for space at the Central Warehouse;
• Ensuring Proof of Delivery documents are collected in a timely manner so that payments are initiated, and vendors are paid on time as well as timely closure of POs accordingly;
• Review payment requests for all DCP procured commodities upon delivery before submitting the FO finance team for payment processing;
• Arrange in advance with the clearing and forwarding agent to ensure proper storage is available (e.g. security and cold storage) for the commodities until they are forwarded to ZAMMSA;
• Coordinate with the clearing and forwarding agent by trouble-shooting problems with shipments as they arise to ensure PSM is protected from incurring payment of avoidable charges like double handling, demurrage, delay, and loss/damage, etc;
• Assist in maintaining the quality of procurement data in a safe and secure place;
• Perform any other duties as assigned by the supervisor.

Minimum Qualifications, Experience, and Competencies:

• Diploma in clearing and forwarding, purchasing and supply, logistics, or any related field and with at least three (3) years of experience in logistics, shipping, and forwarding;
• A degree in clearing and forwarding, purchasing and supply, logistics, or any related field will be an added advantage;
• Must be an attention to detail-oriented person with good organizational skills;
• Strong representational and interpersonal skills;
• Good written and verbal communication, and presentation skills;
• Proficiency in common computer packages such as Word and Excel and must be familiar with databases;
• Strong initiative and self-motivation required, with a commitment to teamwork;
• Experience in working with both Government and USAID-supported organizations;
• Familiarity with Zambia Medicines and Regulatory Authority (ZAMRA) Regulatory Management Information System for import, and export permit application will be an added advantage.

Location of Assignment: Lusaka, Zambia