Job Details

Job Description

Vacancy title:

3PL Manager

[ Type: FULL TIME , Industry: Nonprofit, and NGO , Category: Business Operations ]

Jobs at:

USAID

Deadline of this Job:

Friday, April 26 2024

Duty Station:

Within Zambia , Lusaka, South – Central Africa

JOB DETAILS:

Position title: 3PL Manager

Supervisor: Logistics Director

Location of Assignment: Lusaka, Zambia, with intermittent travel throughout the country.

General Summary and Background

The USAID Zambia Program for Advancing Supply Chain Outcomes (PASCO) project is implemented by Chemonics International Inc and its subsidiary, Connexi, under contract with the United States Agency for International Development (USAID). In collaboration with the Zambia Medicines and Medical Supplies Agency (ZAMMSA) and the Zambian Ministry of Health (MOH), USAID PASCO is a commodity distribution project that works to create sustainable access to health commodities at the last mile by enhancing the use of private sector, third-party logistics (3PL) providers in Zambia’s national health supply chain. Principal

Duties and Responsibilities

The 3PL Manager/s will manage activities of PASCO’s Logistics Directorate and will work under the supervision of the Logistics Director. The Logistics Directorate is responsible for regular coordination with ZAMMSA on distribution planning activities (i.e. distribution loading plan development and dispatch optimization), management and monitoring of 3PL vendors against established KPIs, reconciliation of proof of delivery documentation against prescribed loading plans and delivery orders, and scale-up/implementation of last mile distribution activities as per contractual targets and work plan activities.

As principal activities, the 3PL Manager/s will manage:

• Routine 3PL vendor operations.
• 3PL solicitation and subcontract management.
• Technical initiatives to improve/optimize 3PL implementation.
• General management activities and supervision of 3PL specialists.

Specific Tasks

Routine vendor operations

• Work with ZAMMSA staff (i.e. warehouse managers and outbound managers) and PASCO 3PL Specialists to plan and execute PASCO-related distribution activities.
• Support ZAMMSA and 3PL specialists in the development of loading plans and running of an optimization tool to inform purchase order development for 3PL distribution.
• Review and validate purchase orders developed by 3PL specialists (based on supporting documentation such as pricing agreements, loading plans, dispatch optimization results, and distance mapping) prior to onward submission in electronic format for approval by PASCO, ZAMMSA, and vendors.
• Ensure that 3PL Specialists and/or ZAMMSA carry out vehicle inspections as per standard operating procedures.
• Ensure that ZAMMSA provides the appropriate advance shipment notifications (ASNs) for all PASCO supported deliveries.
• Ensure PASCO 3PL Specialists:
• Conduct journey management planning with 3PL vendors prior to any dispatch, to include last delivery to difficult to reach facilities that require a mix of unconventional transportation (i.e. boat, bicycle, etc).
• Monitor deliveries in progress and escalate any issues for appropriate action.
• Monitor completion of deliveries and timely submission of proof of delivery documentation in line with subcontract requirements.
• Closely review and validate proof of delivery documentation prior to onward submission to PASCO finance and performance monitoring teams.
• Update an Access database with good quality data in a timely manner, for regular monitoring of vendor and project performance.
• Update an invoice tracking tool in a timely and accurate manner.
• Support the day-to-day implementation of DeliveryExpert ePOD module.
• Manage 3PL invoicing, to include invoice reviews and technical deliverable approvals, and lead coordination with PASCO’s finance team to support timely payment of vendors.
• Directly manage 3PL financial tracking and provide regular budget estimates to the PASCO finance and operations team for forward planning.
• Manage 3PL vendor performance against documented KPIs on a regular basis and hold ad hoc and quarterly business performance reviews to wholistically review performance.
• In coordination with PASCO’s Commodity Security and Risk Management team, ensure that the logistics directorate submits and reviews incidents related to 3PL performance for the purposes of continual improvement.
• In the absence of 3PL specialists (due to leave or otherwise), directly execute 3PL specialist tasks to ensure sustained 3PL operations.

3PL Solicitation and Subcontract Management

• Manage technical scope development, cost estimates, and implementation schedules for 3PL activities.
• Provide input into the design of Requests for Proposal (RFPs) and Indefinite Quantity Subcontracts (IQSs) to promote continual improvement of 3PL implementation and ensure harmonization with 3PL technical approaches.
• Manage technical and operational aspects of subcontracting processes for 3PL activities, to include RFP development, solicitation, selection, subcontract development, and subcontract management.
• Ensure that the appropriate Chemonics Quality Management System processes and templates are followed.
• Liaise closely with Chemonics PMU and Chemonics Risk Department to ensure compliance with USAID and U.S. government regulations, Chemonics’ corporate policies, laws of Zambia, and any supplemental policies developed specifically for PASCO.
• Maintain auditable records for the 3PL procurement files and ensure that files are completed and uploaded on SharePoint in a timely manner.
• Monitor financial ceilings of 3PL framework agreements and ensure alignment with subcontract ceilings and implementation through modifications, as required.
• Manage 3PL subcontract close-out procedures and file audits.
• Perform 3PL subcontracting duties transparently and ethically.

Technical Initiatives

• Maintain and regularly update ‘distribution framework,’ which comprises process maps that outline standard operating procedures with ZAMMSA and documented agreements on PASCO’s scope of operations (i.e. geographic coverage and types of distribution).
• Support the roll-out of a purchase management software for distribution orders by providing end-user input to PASCO’s Performance Monitoring and Data Analytics (PMDA) team and the software vendor. Manage the integration of the software into daily operations.
• Support the implementation and continued refinement of a dispatch optimization tool by providing user input and feedback and ensuring harmonization and alignment of the tool with 3PL operations.
• Support the implementation of ZAMMSA’s electronic proof of delivery (ePOD) module and support full integration of the system with 3PL operations, working in coordination with ZAMMSA and the DeliveryExpert technical assistance provider (and vendor) to provide user requirements and feedback. Ensure hardware is integrated into 3PL operations by managing custodial agreements with 3PL vendors.

Management

• Supervise staff reporting to the 3PL Manager. Develop roles and responsibilities, design and monitor professional development plans, conduct annual performance appraisals, develop SMART goals, and periodically monitor progress towards objectives.
• Support regular logistics directorate updates for monthly, quarterly, annual, and ad hoc project reporting.
• Support development and management of annual work plans and budgets for activities within the Logistics Directorate portfolio, based on GRZ and USG priorities.
• Represent PASCO at various technical meetings with collaborating partners, government officials, and/or donor agencies.
• Ensure that staff understand and adhere to established policies and procedures. Support quick and just resolution of any conflicting issues that arise.
• Verify that USAID regulations, Chemonics policies, and quality management best practices are enforced consistently.
• Exhibit Chemonics values and build culture of “Living our Values” within the team.
• Carry out additional responsibilities as may be assigned from time to time in consultation with the Logistics Director or Chief of Party.

Minimum Education Qualifications, Experience, and Competencies:

• Bachelor’s degree in relevant field required (Supply Chain, Business Administration, Management, or other related field).
• Minimum seven (7) years of experience, with direct experience in supply chain logistics required. Experience directly managing third party logistics (3PL) distribution contracts preferred. Experience on international donor-funded projects also preferred.
• Experience in contractual, financial, and reporting requirements is required. Specific knowledge of USAID subcontracting regulations and policies is preferred, with demonstrated experience at Chemonics International being advantageous.
• Ability to supervise staff effectively; with documented supervisory experience.
• Ability to work effectively with diverse stakeholders.
• Strong project management skills.
• Strong computer literacy and proficiency in Microsoft programs (Outlook, Word, Excel, PPT, Teams, etc).
• Strong written and oral communication skills.
• Excellent problem solving and decision-making skills.
• Written and spoken English proficiency.

Work Hours: 8

Experience in Months: 84

Level of Education: Bachelor Degree

Interested candidates should send their CVs