POSITION:                 Senior Pharmaceutical Logistics and Supply Chain Management Officer

REPORTS TO:            TBD

DUTY STATION:      Addis Ababa 

PROGRAM:             Project HOPE

MINIMUM HOURS OF WORK:       40 hours per week

Code of Conduct 

It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together, we can reinforce a culture of respect, integrity, accountability, and transparency.

Background 

Project HOPE is an international NGO of more than 500 engaged employees and hundreds of volunteers who work in more than 25 countries, responding to the world’s most pressing global health challenges. 

Job Summary

The Senior Pharmaceutical Logistics and Supply Chain Management (SPLSCM) Officer handles importing and distributing pharmaceuticals, medical supplies, and other goods to Ethiopia. S/he will collaborate closely with various donors, the GIK team from Project HOPE, relevant government offices, and multiple projects in Ethiopia. Additionally, s/he will monitor, document, and report on end users' proper usage of supplies.

Roles and Responsibilities:

• Implement and assess Project HOPE’s supply chain management processes and procedures to ensure compliance with HQ policies. 

• Advise and guide departmental staff on logistics management to encourage proper implementation and effective logistics practices. 

• Oversee all aspects of the pharmaceutical and medical supply chain, including needs assessment, supplier identification (local or international), processing donations or procurements, and documenting proper usage at service delivery points. 

• Collaborate with the PH HQ Global Supply Chain Desk to facilitate a timely and efficient importation process for medicines, medical supplies, and other pharmaceutical goods. 

• Collaborate with project leaders to evaluate Gift-in-Kind (GIK) needs, track current GIK shipments, and prepare and submit supporting shipping documents for importation. 

• Lead the application submission process and follow up on pre-import permits with the FMoH and EFDA. 

• Collaborate with the Senior Logistics Coordinator and Logistics Officer to support customs clearance efforts. 

• Maintain adequate inventory levels of essential medical and pharmaceutical supplies to fulfill Project HOPE’s program needs. 

• Coordinate with suppliers, manufacturers, and healthcare professionals.

• Ensure adherence to pharmaceutical regulations and industry standards.

• Enhance logistics operations to cut costs and boost efficiency.

• Track and monitor shipments to guarantee timely delivery.

• Address and resolve any supply chain issues or delays promptly.

• Ensure the appropriate handling and storage of pharmaceutical products.

• Review and implement logistics strategies and plans regularly.

• Conduct audits of logistics processes and systems.

• Prepare and provide performance reports with supporting documentation to all relevant parties, including government authorities, donors, program teams, and leadership.

• In collaboration with project staff, ensures documentation for end user distributions per donor standards.

• Collaborate with donors, HQ, project teams, and other stakeholders to ensure smooth operations.

• Manage proper documentation and record-keeping for all shipments.

• Establish and uphold safety and quality standards.

• Train all staff on pharmaceutical and medical supply chain management policies and procedures to ensure compliance.

• Develop contingency plans for potential disruptions.

• Coordinate and facilitate monthly SCM reports on the procurement of goods and services. 

• Supervise the receiving and inspection of goods.

• Maintain and protect purchase orders pending delivery.

• Update the purchase order register and report monthly. 

• Conduct quality checks on all documentation.

• Monitor Service Level Agreements with suppliers and assess their performance (Contract Management). 

• Manage partnerships with suppliers and partners in alignment with PH’s core values and operational needs. 

• Draft an annual procurement plan and oversee its ongoing implementation.

• Ensure that the vendor database is created and updated monthly to stay current. 

• Guarantee 100% compliance with procurement procedures and their implementation.

Job Requirements

• A BSc or above in pharmacy; with an active or renewed professional license; preference is given to those with certification or a master's in logistics, supply chain management, or a related field.

• At least 7 years of experience in pharmaceutical logistics or supply chain management is necessary, with knowledge of import and distribution, ideally in an NGO context.

• A solid grasp of pharmaceutical regulations and compliance is essential.

• Outstanding organizational and time management skills are required.

• Strong analytical and problem-solving capabilities.

• Exceptional communication and interpersonal skills.

• Ability to thrive under pressure and meet tight deadlines is crucial. 

• Proficiency in logistics software and tools.

• Attention to detail and accuracy.

• Ability to manage multiple tasks and priorities.

• Strong negotiation skills.

• Experience with inventory management systems.

• Knowledge of transportation and distribution methods.

• Ability to work independently and as part of a team.

• Proficiency in Microsoft Office Suite.

• Ability to travel as needed.

• Commitment to continuous improvement and learning.

How to Apply

Interested applicants can send their CV and cover letter through THIS LINK ONLY on or before December 20, 2024, by 5:00 PM.

Qualified female applicants are highly encouraged to apply.

Due to the large number of inquiries, we receive, only candidates who have met the required experience & qualifications for this position will be considered. No phone calls please.

However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.

Thank you very much for your interest in Project HOPE.