Netherlands: Supply Delivery Coordinator

Organization: Crown Agents USA
Country: Netherlands
Closing date: 19 Dec 2014

Crown Agents USA, Inc. (CA-USA) is seeking a Supply Delivery Coordinator for the Pooled Procurement Mechanism (PPM) Project in our Woerden, The Netherlands office.

Our Business

Crown Agents is an international development company employing over 600 personnel worldwide with a presence in more than 40 countries, subsidiaries in 11 countries, and permanent staff working on the ground in 22 corporate offices in Africa, Asia Latin America, Japan, the United Kingdom, and the United States. Crown Agents provides direct assistance, management consulting, and human and institutional development for public and private sector clients in customs and trade facilitation, public financial management, procurement, logistics, and health systems strengthening.

Crown Agents USA (CA-USA), the U.S. incorporated subsidiary of Crown Agents, provides direct technical assistance, capacity development, and procurement services to stimulate economic growth, establish good governance, and improve health outcomes across the developing world. Since its incorporation in the United States in 1998, CA-USA has provided technical assistance services and support to U.S. Government agencies and international organizations such as the U.S. Agency for International Development (USAID), the Millennium Challenge Corporation (MCC), the U.S. Trade and Development Agency (USTDA), Department of State (DOS), and the Gates Foundation.

Role & Responsibilities

The Supply Delivery Coordinator is responsible to monitor and expedite the delivery from vendors to Global Fund Principal Recipients and verify their compliance to the purchase order. Coordinate worldwide shipments of pharmaceuticals and medical supplies, ensure the compliance with import/export documentation requirements and define corrective action in case of irregularities. The supply & delivery activities are carried out as per standard operating procedures (SOP’s), either in-house SOPs and/or those determined by the Global Fund.

Specific Responsibilities

Order expediting:

• Monitor order status and ensuring timely logistics execution.
• Expedite with vendors to assure that export documents are provided in due time.
• Review documentation prior to shipment to ensure compliance with the purchase order and with import/export requirements in the country of destination.
• Issue pick-up and delivery instructions to freight & logistics partners and vendors per respective Inco terms.
• Verify delivery and ensuring administrative and financial processing of the orders through to completion.
• Define and implement corrective action in case of irregularities.
• Ensure availability and proper filing of all necessary documentation to ensure efficiency in vendor payments.

Administration:

• Ensure accurate data entry and maintenance of all order and shipment progress in various CRM and Logistic MIS systems.
• Confirm documentation of all relevant information on orders and deliveries in hard copy and electronic files.
• Ensure that country shipping instructions are updated periodically; provide updates to vendors as needed.
• Provide summaries of shipment statuses (shipment overviews) to PFSCM PPM team and/or Principal Recipients.

Relationship management:

• Inform PFSCM PPM client relations team and where appropriate the Principal Recipients about the progress/status of shipments.
• Facilitate document flow with Principal Recipients on import/export regulations and other documentation requirements.
• Advise vendors on documents required for the importation of pharmaceuticals and medical supplies in countries of destination.
• Act as a liaison with buyers to ensure smooth progression of required changes to orders.
• Work collaboratively with the Principal Recipients, vendors, and PFSCM PPM team (including client relation team and transport and logistics service providers) and partner organisations on logistical issues.

Other:

• Handle all shipment-related complaints with vendors in collaboration with buyers and client relations. Quality related complaints are handled in collaboration with PFSCM Quality team.
• Provide continuous review of vendor performance.
• Seek opportunities for improvements in the operational processes and daily activities.
• Contribute to the development of work-instructions and standard operating procedures.
• Other miscellaneous tasks as and when required.

Qualifications

• A Bachelor degree in logistics, management, public health, business or other related area.
• A minimum of 3 years’ experience in transport and logistics (international freight forwarding, import/export regulations including Inco terms and custom clearance procedures).
• Fluency in English and French is required.
• Excellent written/verbal communication and interpersonal skills.
• Strong organizational skills and ability to perform multiple tasks simultaneously, set priorities and work in a team with diverse cultural backgrounds.
• Solution oriented with a high sense of quality, attention to detail, accuracy, efficiency and meeting tight deadlines.
• Demonstrated competence with Microsoft Office Suite applications, including Word, Excel, Outlook, Project and Power Point. Preferably advanced user level of MS Excel.
• Proven ability to work both independently, as well as part of a team.
• Experience in the Health/Pharmaceuticals procurement sector a plus.
• Team player who is also able to work independently and handle conflicting priorities while maintaining consistent, quality performance standards

How to apply:

Application Process

To apply to this position, please email your CV to careers@crownagents.com, including your name, along with “14-110 Supply Delivery Coordinator”, in the subject line. Visit our website at www.crownagentsusa.com for more information about our company. No phone calls, faxes or walk-ins please. Crown Agents USA is an Equal Opportunity Employer and affords equal opportunity to all qualified applicants for all positions without regard to race, color, religion, gender, national origin, age, marital status, veteran status, disability or any other status protected under local, state or federal laws.

Crown Agents USA will provide reasonable accommodations to applicants with qualified disabilities in accordance with the ADA. If you require a reasonable accommodation for our application process, please contact our Recruiting department directly. Requests will be kept confidential and shared strictly on a need-to-know basis only.