Client Services and Procurement Specialist

  • Posted on 13 February 2020
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Job Description

The Partnership for Supply Chain Management (PFSCM) brings together multiple private sector and non-governmental organizations that are among the most trusted names in supply chain management and international public health and development in the world. PFSCM has been recognized internationally for its work to save lives through stronger public health supply chains; the partnership won two supply chain distinction awards from the European Supply Chain and Logistics Summit in 2010 and was a finalist in the 2012 Supply Chain Innovation Award Competition sponsored by the Council of Supply Chain Management Professionals (CSCMP) and SupplyChainBrain.
The Global Fund to Fight AIDS, Tuberculosis and Malaria is a major financing institution in the fight against these diseases in 140 countries. The Global Fund selected PFSCM to be its primary Procurement Agent for Global Fund principal recipients, under its Pooled Procurement Mechanism aimed at ensuring a cost-effective and efficient procurement process that meets all the Global Fund standards for a Procurement Agent. This service provides support to countries to resolve procurement bottlenecks and supply chain management challenges and to facilitate timely access to pharmaceuticals and other health products.
In addition, PFSCM implements other supply chain management projects with other client/donors and several developing country governments.

RESPONSIBILITIES The Client Services & Procurement Specialist is expected to serve as the procurement and order fulfillment expert and utilize vendor technical expertise for various pharmaceutical and non-pharmaceutical products. The Specialist is responsible for managing the smooth procurement or ordering process of quality-assured, health-related commodities. The Specialist is expected to ensure compliance with PFSCM, funder and/or client requirements and is expected to define corrective actions in cases of irregularities.
The Client Services & Procurement Specialist is responsible to manage the smooth implementation of daily ordering and procurement operations. The Specialist, working with the Sourcing Unit, is the funders/clients and vendor’s point of contact for order and related communications and is expected to provide customer service excellence to all stakeholders. The Specialist is expected to provide regular status updates on orders and address questions, concerns and/or change requests that the client or principal recipient may have in coordination with the Client Services and Sourcing Units, project director, and other stakeholders as needed.
The Client Services & Procurement Specialist is also responsible for maintaining data accuracy from the request to the of purchase order confirmation from the vendor; and for working with the Logistics Unit to ensure the supply chain is established and executed to PFSCM and the funder/client’s key performance indicators (KPIs). PFSCM procurement activities are carried out as per standard operating procedures (SOPs), either in-house SOPs and/or those determined by the funder or client.
SPECIFIC RESPONSIBILITIES:
Procurement and Order Administration:
  • Ensure that all timely ordered commodities meet the funder/client’s procurement and quality policy on product, availability, and other product’s quality consideration.
  • Manage the procurement and order fulfillment processes, as appropriate per project or category, including screening, developing price estimates and purchase orders.
  • Coordinate and monitor order management with vendors, including responsiveness to quotations, and contribute to the continuous review of vendor’s operational order management performance.
  • Proactively identify issues with day-to-day ordering processes and resolve and/or communicate the issues to management in a timely manner, as needed.
  • Lead the troubleshooting of procurement and/or order-related challenges define and implement corrective action in case of irregularities working closely with the Client Services Manager.
  • Coordinate team functions and performance as required.
  • Client Relationship Management:
    • Provide proactive customer service while acting as primary point of contact for procurement and order fulfillment, including request for quotations, with the client, principal recipients, vendors and other stakeholders.
    • Work collaboratively with the funder/client, internal and external units, vendors, and partner organisations on procurement and order fulfillment issues.
    • Proactively identify procurement and/or order fulfillment activities potentially impacting PFSCM’s and/or the project’s ability to perform its duties and advise the necessary stakeholders.
    • Handle procurement and/or order fulfillment related incidents; log incidents into PFSCM Incident Management System, provide inputs for incident investigation and contribute to the resolution within incident set timelines.

    Administration:
    • Maintain system-related changes required on requisitions, price quotes and/or purchase orders throughout the procurement or order fulfillment process in coordination with funder/client and/ or Sourcing and Logistics Specialists.
    • Maintain and update the ERP system at an order level to ensure internal data accuracy and external reporting are optimal.
    • Adhere to established procurement policies and standard operating procedures, identify opportunities for continuous improvement, and provide backup coverage as needed.
    • Perform procurement and order fulfillment duties in a transparent and ethical manner.
    • Seek opportunities for improvements in the operational processes and daily activities.
    • Contribute to the development of work-instructions and standard operating procedures.
    • Document and share all relevant information concerning order fulfillment knowledge.
    • QUALIFICATIONS
      • Bachelor’s Degree in procurement, public health, or other related area or equivalent experience.
      • 3+years of procurement or order fulfillment experience required.
      • Previous client relations or customer service experience required. • Experience with ERP or other supply chain management system required.
      • Experience in the international, public health sector is preferred.
      • Previous experience working with international donor agencies, preferred.
      • Experience working in a developing country a plus.
      • Fluency in English is required, other languages (French, Spanish, Portuguese) a plus.
      • Excellent written/verbal communication and interpersonal skills with a strong sense of customer service.
      • 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.
      • Team player who is also able to work independently and handle conflicting priorities while maintaining consistent, quality performance standards.
      • Ability to manage multiple tasks within tight deadlines and prioritize effectively, while delivering high-quality work.
      • Ability to work comfortably with Microsoft Office software, specifically Word, Excel, and PowerPoint. Preferably advanced user level of Excel.
      • Willingness and availability to travel, and perform other duties as needed.
      • Must be eligible to work in the Netherlands.

      Salary commensurate with experience.

About the Organization

John Snow, Inc., and our nonprofit JSI Research & Training Institute, Inc., are public health management consulting and research organizations dedicated to improving the health of individuals and communities in the US and around the Globe.

JSI's mission is to improve the health of underserved people and communities and to provide a place where people of passion and commitment can pursue this cause.

For over 35 years, JSI and our affiliates have provided high-quality technical and managerial assistance to public health programs worldwide. JSI has implemented projects in 106 countries, and currently operates from eight U.S. and more than 40 international offices, with more than 500 U.S.-based professionals and 1,600 host country staff.

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