PROJECT : Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) in Haiti.

Background : GHSC-PSM is the primary vehicle through which USAID 1) procures and provides health commodities, 2) provides technical assistance to improve partner countries’ management of the supply chain, and 3) collaborates with key international stakeholders to support global health initiatives. The GHSC-PSM in Haiti office works under three of the project’s task orders – HIV/AIDS, Population and Reproductive Health, and Maternal and Child Health/Zika – to provide commodities and supply chain technical assistance.


General Description :

The " Supply Chain Officer " will be responsible for three (3) technical components, namely the availability, reporting and assistance in the delivery of products at the level of health establishments supported by the American Government (USG sites) under supervision of the Data Management Director.

He/she will have to coordinate, jointly with the technical units of the project, all aspects relating to the availability and delivery of health products in the sites as well as the quality of the consumption data of these sites.

As a result, he/she validates the stock level of the sites through an inventory within the time limits set (in particular before the start of the calculations according to the frequency defined in the quarterly distribution schedule). In addition, he/she takes charge of the monitoring, control and necessary corrections of the data reported, to ensure its relevance, upstream of any exploitation at the level of the "Data" unit. He/she also participates, in coordination with the PSM distribution team, in the distribution of products in sites related to the management of cholera, vaccines and/or any other health products requested by USAID. To do this, he/she will ensure the satisfaction of the sites by staying in contact with the stock managers and by relaying all communications concerning their needs and/or any irregularities notified during the delivery of these products.

It should be noted that this SDU team member will be responsible for interacting with many Project units and sites on a daily basis. He/she is expected to be organized, methodical, jovial, responsible and autonomous, as he/she will play a versatile role within PSM.


It should also be specified that he/she will exercise these responsibilities while developing and maintaining solid working relationships with the Departmental Directorates of the MSPP, USAID health projects and other health system stakeholders in Haiti.

The specific duties to be performed under this position are as follows but each SCO position will only perform some of these duties depending on the distribution of duties among all Supply Chain Officers. Each SCO will have to be able to perform these tasks but these will be distributed between several positions (versatility) in a rotation mode so that each SCO can practice all these tasks as their career progresses without being totally dedicated to one of them. 'between her.

1) Availability of products in the sites :

One of his main responsibilities will be to ensure that all USG sites are provided, at all times and in sufficient quantity, with the inputs necessary to:
• HIV treatment (ARV products, OI, laboratory);
• Service delivery in Reproductive Health, in particular Family Planning (FP products);
• The management of cholera;
• Vaccination against the COVID19 pandemic;
• Any other health products desired by USAID.

To do this, he/she must:
• Check the stock level of the sites via ad hoc inventories in order to anticipate their needs and/or carry out the appropriate follow-up with the “Data Analysts /Officers of the GHSC-PSM-Haiti project;
• Maintain permanent contact with the stock managers as well as the "Data Analysts" to ensure that the sites have at all times and in sufficient quantity of quality health products;
• Proceed, on request, to the distribution of products between USG sites to meet a specific need either to anticipate a stock shortage or to transfer a surplus of stock thus avoiding expiry/waste.
• Validate the automated requisitions as part of the quarterly replenishment cycle of USG sites in health products (comparison between the requisitions made on the WMIS by ensuring their concordance with the calculation of needs).
• If necessary, create requisitions for health products for both the GHSC-PSM project and those of the Global Fund, as part of the regular replenishment and/or outside the quarterly distribution cycle.
• Ensure that requisitions are filed and archived according to standards.
• Assist in the verification of compliance between the quantities of products recorded in the Data calculation report and those entered in the POD ( Fulfillment ).


2) Management of data quality in the sites : He/she has the imperative obligation to:

• Ensure the availability of SIGL tools (management and dispensing tools) at all sites;
• Supervise the automatic reporting of data through follow-up with managers and/or site managers so that reports are submitted to PSM, on time, via the reporting platform "psmhaitireports@ghsc-psm.org".
• Collect the reports submitted by the sites at the level of the platform "psmhaitireports@ghsc-psm.org" and verify the completeness of these reports in order to make appropriate follow-up.
• Coordinate the collection of missing site reports;
• Perform a first level of data analysis/validation in order to identify irregularities, investigate them, correct them and provide the necessary support to the manager to enable them to produce a quality report;
• Call, if necessary, each month, all the sites that have not submitted a report, using the available Call Center technology , to take inventory of the sites' inventories over the phone. This task can take up to 4-5 hours per day if necessary as a call center agent.
• Contact sites as needed to correct discrepancies found in patient reports per plan via email and/or phone call.
• Provide backup on the data analysis aspect of the reports submitted by the sites in the absence of a "Data Analyst/Officer";
• Perform archiving of reports that are complete on the project server and SYGDDOC.
• Share reporting rate with sites and networks to improve performance (15th day of the month).
• Transfer to SYGDOCC the report of the patients and their therapeutic regimens of the sites for the necessary follow-up with USAID (15th day of the month).
• Based on follow-ups with sites, maintain a list of all sites with training needs and contribute to the planning of capacity building activities for these stock managers.
• Coordinate, on an ad hoc basis, with the Data and M&E team to have the list of sites with data accuracy problems and carry out data validation;
• Actively participate in the realization, under the lead of the M&E team, of the Data Quality Assessment (DQA) exercise and the validation of patient data by treatment regimen (PPR) in all USG sites at the level of the ten (10) geographical departments of the country.

3) Technical assistance during the delivery of products to the sites . He/She must work closely with the Distribution unit team to ensure timely, effective and efficient deliveries to sites. Therefore, he/she will be responsible for:

• Ensure the interface between the sites and the Distribution unit as part of the recovery and timely delivery of cholera products, vaccines and all other products requisitioned by USAID;
• Assist the Distribution unit with the distribution plans for these products;
• Prepare weekly and monthly reports in terms of confirming the quantities of products that have been distributed;
• Work closely with units that are directly involved in replenishment (Data, SDU, Warehouse, Distribution) to ensure that all orders are delivered in a timely and cost-effective manner in accordance with WHO Good Distribution Practices;
• Liaise with the units in the event of any problem during the delivery of products to ensure that all questions and queries are resolved;
• Quickly assess the facts, take appropriate action and avoid unnecessary delays;
• Coordinate weekly with Warehouse Manager and Distribution Manager to ensure all requests are completed and delivered on time.
• Ensure the update of the distribution plan jointly with the Manager of the distribution team.
• Other supply chain/logistics tasks assigned.



Other tasks:
• Collect data on the operating status of storage materials and laboratory equipment in the sites and carry out the appropriate follow-up with the technical unit concerned at the PSM level;
• Contribute to the proactive management of "products with a near expiry date" and "slow rotation products" that cannot be completely absorbed by the primary delivery sites by making, among other things, recommendations (lists of potential institutions for their use outside of US government-supported networks);
• Participate, as needed, in the execution of any contingency plan to facilitate the resupply of USG sites during emergencies;
• Organize regular meetings to share the findings of the field visits and good working practices for the continuous improvement of the visits;
• Support in Port-au-Prince or in a department, the logistical coordination and distribution activities necessary for the active distribution at the departmental level of new products (such as vaccines or cholera products from the departments to health institutions, for example). or to mobile clinics for vaccination or cholera treatment).
• Maintain a healthy working climate between the teams and his supervisor to provide excellent and competitive work;
• Comply with respect for the values, administrative and financial standards in force at GHSC-PSM;
• Be available to work, if necessary, beyond regular hours;
• Accomplish any other task required by the Supervisor within the framework of the activities of the Project.

• A degree in health product supply chain management is preferred;
• A degree in Pharmacy or Laboratory or any other health discipline is an asset;
• Have accumulated 3 to 5 years of relevant experience in data analysis in the health field;
• Have proven experience in the management of stocks of drugs and laboratory materials at the level of health institutions;
• Having experience in customer service is an advantage;
• Fluency in Haitian Creole and French is required; understanding of English is an asset;
• Strong computer skills, including Microsoft Office (Word, Excel, Power Point);
• Having a very good curiosity (high level of attention to detail) and knowing how and where to get information is important;
• Ability to analyze data and trends, draw informed conclusions based on data;
• Ability to work under pressure (resilience) and without close supervision (autonomy and initiative);
• Ability to work in a team and have good interpersonal communication skills;
• Ability to manage deadlines, deal with challenges effectively, prioritize activities and optimize travel plans;
• Versatility, integrity, sense of responsibility and accountability to the project;
• Demonstrated ability to take initiatives and be flexible with changing priorities and deadlines.

Duration of the contract / Working conditions:

This will be an indefinite contract and the position will be based in P-au-P with frequent travel to the departments. Thus, the person must agree to travel up to 40% of the time.

The Supply Chain Officer will be placed under the direct supervision of the Data Management Director

CV, Copy of Diploma

Note: Chemonics reserves the right to amend this job description in consultation with the employee.