he Procurement and Supply Management project will be the primary vehicle through which USAID will 1) procure and provide health commodities, 2) provide technical assistance to improve partner countries’ management of the supply chain, and 3) collaborate with key international stakeholders to support global health initiatives. The Haiti office will work under two of the project’s task orders (HIV/AIDS and Population and Reproductive Health) to provide commodities and supply chain technical assistance.

The Senior Distribution Officer, will work closely with his/her immediate supervisor to ensure effective and timely dispatch of the health products to the sites. She is responsible to coordinate the date and time of trucks arrival at the warehouse with the 3PL companies, and ensure that the trucks provided meet the standards before loading them. She will serve as a liaison between the 3PL companies ensuring the distribution, the sites, and the Networks to solve issues occurring during distribution. She will ensure that any information collected during deliveries are treated and immediate follow up actions taken when necessary. In collaboration with the warehouse team, s/he also has to ensure that the cold chain system is in place and works throughout the length of the distribution. S/he will coordinate the work of the Distribution Officers on a daily basis and share information with her/his supervisor for decision making.



Tasks:

Specific tasks to be completed under this SOW are as follows:

• Once the Requisitions are completed and picked by the warehouse, follow up with the designated staff to recuperate the total weight of each POD necessary for the preparation of the Purchase Orders.
• Once the Purchase Orders are approved, coordinate with the 3PL relevant 3PL companies for their arrival at the warehouse.
• Ensure that the trucks sent meet the QA standards before proceeding to load them.
• Ensure that all the PODs are approved before loading the trucks and having the drivers sign them.
• Organize the work of the Distribution Officers during the loading of the trucks.
• Ensure that they load the trucks according to the logical itinerary for the relevant areas: furthest site loaded first and closest site loaded last.
• Ensure that the cold chain material being used for the cold chain products are in working order and report any anomalies to the QA team for action / recommendation. Also ensure that the temperature control tools are handed to the drivers to register the temperature during the trip.
• Ensure that the contact list provided to the 3PL companies in the distribution is always up to date, and take action to correct any outdated information.
• Serve as liaison between the 3PL drivers and the sites/networks to resolve any issue during distribution.
• Receive and verify the signed PODs upon their return by the 3PL companies to ensure that everything is ok.
• Ensure that all the PODs are scanned and file under the share folder on the server.
• Maintain the log of any incidents that occurred during distributions by companies and drivers to be used for the performance evaluation of these companies.
• Work out the logistics with the relevant sections, and Coordinate any Emergency distribution that the 3PL companies will not cover with the Distribution Officers, including request for hotel and per diem.
• Ensure that a trip report is prepared by the Distribution Officers and that any complaints, stock out information, or any other remarks are included into the reports for follow up by the relevant units.
• Ensure that all the documents of the Unit are properly filed, can be quickly found for immediate consultation, and are secured in the filing cabinet.
• Accomplish any other tasks requested by his/her supervisor.


Reporting:
• The Senior Distribution Officer will report directly to the Distribution Manager
• Chemonics may amend the SOW for this assignment in consultation with the employee.

1. University degree in management required
2. At least 4 years of progressively responsible in administration or in warehouse/distribution
3. Experience with USAID- or donor-funded projects preferred.
4. Excellent written and verbal communication skills in French and English.
5. Ability to handle several tasks at the same time.
6. Ability to travel in the provinces

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