Logistics Team Lead (French)

Job description

The Partnership for Supply Chain Management Job Description TITLE: Logistics Team Lead (French) REPORTS TO: Logistics Manager LOCATION: PMO- Woerden NL STATUS: Full-time Organization description The Partnership for Supply Chain Management (PFSCM) focuses on strengthening and managing secure, reliable, cost-effective, and sustainable global supply chains to enhance health and well-being in low- and middle-income countries by increasing access to quality and affordable health products. We assist governments, non-profit organizations, commercial firms, and humanitarian agencies in achieving their public health objectives through cost-saving procurement, efficient logistics, pharma-grade storage, last-mile delivery solutions, and real-time data tracking. PFSCM is dedicated to customer satisfaction and service excellence, which is reflected in our adherence to an ISO 9001:2015 certified Quality Management System and alignment with ISO 20400 for Sustainable Procurement, which underpins all our processes and services. PFSCM, an affiliate of JSI Research & Training Institute, Inc. (JSI), a leading international public health and education consultant company in the U.S., operates from its project management headquarters in Washington D.C., and has an operational facility in Woerden, Netherlands. Additionally, we leverage the extensive network of 25 JSI offices around the world, allowing us to access their technical and operational expertise. PFSCM's global team includes a diverse array of professionals from various countries who contribute to the effectiveness of our services. This diversity enriches our ability to connect with clients and collaborate internally. We believe our mission can be achieved by fostering a purpose- and results-driven culture. We strive to create an environment where our values of collaboration, learning, proactivity, problem-solving, and outcome orientation are reflected in our daily work. Overall Responsibilities The Logistics Team Lead will provide day to day guidance and support to a team of Logistics Specialists assigned to managing shipment deliveries to specific countries. The Team Lead is responsible for working with a dedicated team to fulfill the import/export documentation requirements and managing the smooth shipping process of quality-assured, health-related commodities. The Logistics Team Lead is responsible for leading by example in the timely coordination with Third-Party Logistics (3PLs) service providers to facilitate proactive management of the end-end delivery from goods readiness through POD and Confirmation of Receipt (COR). Coordinating closely with the Logistics Manager, 3PLs, the Logistics Lead is expected to serve as the first point of escalation in the troubleshooting of transport and delivery issues in collaboration with principal recipients, vendors, and/or funders or clients. The Logistics Team Lead is also responsible for maintaining data accuracy, timeliness and completeness from the point of goods readiness to proof of delivery and confirmation of receipt; by consistently checking and working with direct reports and other Units to ensure the supply chain is established and executed to PFSCM and the funder/client’s key performance indicators (KPIs). PFSCM logistics activities are carried out per standard operating procedures (SOPs), either in-house SOPs and/or those determined by the funder or client. This role is expected to continuously evaluate the performance of our logistics staff and how they interact with clients, suppliers, and service providers to identify bottlenecks and advance solutions to meet and exceed customer expectations, including satisfaction levels and key performance indicators (KPIs). It will also follow up on claims and support project closeouts. The Logistics Team Lead is expected to identify continuous improvement opportunities and work with direct reports and Logistics Manager to ensure client demands and contractual obligations are met (e.g. Vendor On Time Delivery and On Time in Full) for the distribution of all commodities. Specific responsibilities End-end Shipment Coordination • Ensure timely logistics execution of international shipments of all categories of products managed by PFSCM for delivery to specific, assigned countries, including the export, shipping, and importation, customs clearance, and in-country delivery process according to applicable terms. • Work with Client Services to proactively monitor and report on vendor performance relative to quality and accuracy of export documents and goods readiness (vendor inco-fulfillment dates) in order to meet and exceed OTIF performance targets. • Ensure consistent monitoring and achievement of OTIF (On-Time In-Full) targets to meet customer and business requirements. • Develop and implement continuous improvement plans aimed at optimizing processes and reducing Extra costs (Demurrage and Detentions, storage costs, etc.). • Manage and monitor the shipment process with the team, as appropriate per project, category, or order. This includes reviewing shipping documents (if needed), issuing pick-up and delivery instructions, monitoring shipments, proof of delivery, and confirmation of receipt. • Proactively handle shipment exceptions, guiding and coaching the team to resolve and/or communicate issues to the logistics manager in a timely manner, if needed. • Lead the troubleshooting of transport and delivery challenges, define, and implement corrective action through the incident management system. • Provide specific feedback to vendors on the quality and compliance of shipping documents with the help of 3PLs, which is required for hassle-free importation of pharmaceuticals and medical supplies in destination countries. • With the help of 3PLs, provide specific feedback to PRs on waiver documents and any delay-based costs from export to the shipment delivery process. • Anticipate, communicate and respond to events that impact the shipping function, either expected/unexpected events such as natural disasters, civil and political unrest, and customs or waiver process changes or any other events that negatively impact patient treatments and programmatic success. • Regularly monitor Detention and Demurrage (D&D) costs for assigned countries to identify primary cost drivers. In collaboration with Logistics Specialists, implement proactive measures to mitigate and reduce these additional expenses. Client Satisfaction and Relationship Management: •Establish and provide proactive customer service within the team while acting as the primary point of escalation for logistics to principal recipients, client, 3PLs, vendors, and other stakeholders - both internal and external. •Work with 3PLs on importation requirements for portfolio countries, review importation processes, and update those country-specific requirements on the knowledge hub. •Manage 3PL performance through monthly performance reviews with the 4pl unit/ Transportation Network Manager. •Manage all shipment-related incidents for the team; ensure timely log of incidents into PFSCM Incident Management System, facilitate inputs for incident investigation and contribute to the resolution within incident set timelines. •Ensure principal recipients are able to track orders using visibility platforms and deliver training as necessary, ensuring client satisfaction at all times. FLT and Country Profile Administration: •Check and confirm that specialists maintain PFSCM’s country profiles with the most up-to-date information for each of the assigned portfolio countries, key information on country context/requirements, knowledge, and expertise, including in-country supply chain issues regarding storage and/or delivery of goods. •Monitor waiver lead times, ensuring that specialists update the matrix as necessary. Additionally, communicating key changes in waiver lead-time and/ in-country process to all stakeholders involved. •Check and confirm that specialists maintain and update the ERP system as necessary, at both the order and shipment levels, to ensure optimal internal data accuracy and external reporting. • Manage OTIF reports regularly (daily, weekly) and provide timely OTIF information to the Logistics Manager for GF reporting ensuring that trends are identified and long-term interventions are appropriate and effective. Review shipment data for errors and perform necessary corrections to ensure accurate OTIF reporting. •Ensure that country-shipping instructions are updated periodically; share updates with Sourcing and client Services Units and vendors as needed. SOPs And Quality Management •Adhere to established logistics policies and standard operating procedures and identify opportunities for continuous improvement at all times. Share best practices and acknowledge exceptional performance by Logistics Specialists. •Monitor the prompt contribution to incident management regarding logistics-related incidents and complaints in collaboration with Logistics Specialists and other Units. •Develop and maintain standard operating procedures, work instructions, shipping instructions, and other key logistics documents, including continuous improvement reviews and updates. Staff Management Onboarding, Training, and Performance Reviews •Oversee day-to-day execution of the Logistics Specialists, act as an escalation point for the team, coach, mentor, and support team members through training in logistics practices. •Lead and manage the team in full accordance with PFSCM policies, standard operating procedures, and work instructions in collaboration with the senior Logistics Specialists. •Manage staff performance and periodically evaluate the performance of individual staff. •Develop and maintain an onboarding program and regular refresher training for internal teams, new hires, and external stakeholders to ensure alignment on processes and SOPs. Customer Services Manage communication and responses to any shipping-related customer incident or complaint in a professional, timely, and effective manner that results in a positive customer experience and overall satisfaction. Other Activities •Provide day-to-day management and oversight to direct reports, including conducting their annual performance appraisals in conjunction with the Logistics Manager. •Analyze data collected from external and internal sources and prepare ad hoc reports as may be required occasionally. •Provide support by stepping in for other team leads when necessary to ensure seamless operations. Qualifications • Bachelor’s degree in supply chain operations, freight, accounting, data management, or related field, or equivalent experience. •7+ years’ progressive in financial management of complex supply chain and/or transport operations. Experience with commercial supply chain organizations is preferred. •Demonstrated analytical skills; solution-oriented with a high sense of quality, attention to detail, accuracy, efficiency, and meeting tight deadlines. •Advanced ability to work comfortably with Microsoft Office software, specifically Word, Excel, and PowerPoint. •Willingness and availability to travel, and perform other duties as needed. •Must be eligible to work in the Netherlands, and already possess the required visa/work permit. Communication skills/Communication •Strong interpersonal skills with client relations and customer service experience and an ability to work across disciplines and in diverse locations internationally. English and French fluency required. Continuous improvement/Innovative •Affinity for identifying and championing new ideas and process improvements. Priority Setting, Problem-Solving, and Detail Orientation •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 ability to meet tight deadlines. •Team player who is also able to work independently and handle conflicting priorities while maintaining consistent, quality performance standards. Disclaimer: JSI R&T is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, gender identity, sexual orientation, sexual preference, genetic information, political affiliation, or protected veteran status in any employment decisions. M/F/V/D