Warehousing and Distribution Analytics Advisor

JOB DESCRIPTION/SCOPE OF WORK

Position Title: Warehousing and Distribution Analytics Advisor

Location: Abuja, Nigeria

This scope of work (SOW) sets forth the services to be provided by the Warehousing and Distribution Analytics Advisor to SAII Associates Ltd/Gte, an associate company of Chemonics International Inc. in the implementation of the USAID Global Health Supply Chain – Procurement and Supply Management (GHSC-PSM) in Nigeria.

Background: The purpose of the USAID Global Health Supply Chain Program–Procurement and Supply Management single award IDIQ contract is to ensure uninterrupted supplies of health commodities to prevent suffering, save lives, and create a brighter future for families around the world. The IDIQ has four task orders that directly support the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR), the President’s Malaria Initiative (PMI), and USAID’s family planning and reproductive health program. GHSC-PSM provides health commodity procurement services and systems strengthening technical assistance that address all elements of a comprehensive supply chain. All four task orders are implemented in Nigeria.

The Situation Room is a special unit in the Abuja field office established to create real-time visibility into 3PL activities and costs, made up of cross-functional staff, to form a centralized, cloud-based hub for 3PL cost analysis and tracking.

The Warehousing and Distribution Analytics Advisor will capture/process submitted invoices, ensure that all Invoices received are updated accordingly on the database. The Warehousing and Distribution Analytics Advisor will also ensure that the information on the invoice corresponds with the information on the 3pl subcontract order i.e. client details, description of goods/services provided, pricing etc.

Principal Duties and Responsibilities (Essential Functions)

• Update the database with details of invoice: invoice number. Activity, amount, splits across task orders etc.
• Track and close orders with invoice details. This entails responding and updating to form notifications from smartsheet.
• Support the Warehousing and Distribution Analytics Manager update cost estimates for open orders.
• Crosscheck rates (as stipulated in the 3PL’s subcontract) against rate applied on invoice by 3pl for completed deliveries.
• Prepares calculation sheet, inspection form and memo, and equally ensure amount on invoice, calculation sheet and memo are the same
• Ensure compliance on use of database in updating status of package from level 1 to level 2 or level 1 to Vendor Action Required.
• Ensure all invoices physically sighted are always checked against invoice row in the database.
• Ensure cost allocation/split for integrated activities are based on distributed volume of commodities for each donor.
• Liaises with the MIS team to generate volume and number of health facilities confirmed in COMS for long haul and last mile distribution for the purpose of validating 3pl invoices.
• Escalate issues on contract modification to the Warehousing and Distribution Analytics Manager
• Ensure final version of the Reconciliation Spreadsheet and POD is included in the invoice package
• Escalate problematic invoice/PODs queries for resolution before approval for payment; clarify if the discrepancy was based on a mutually agreed review of distribution plan or if otherwise. In this case, it is expected that prior to the commencement of the activity, there must have been a communication between all parties to review the distribution plan
• Keep track of all outstanding invoices and carry out follow-up actions
• Ensure completeness in the documentation of invoices submitted to the finance team for processing following the checklist
• Perform other tasks as directed by Chief Finance Advisor
• Maintain a good knowledge and understanding of all office rules and procedures as set forth in the field office policy manual
• Support achievement of the overall project goals as required to ensure project performance

Job Qualifications

• BA/B.Sc. Accounting, health related or supply chain management
• Minimum of 5 years of experience in Accounting, Public Health, Management Information Systems, Supply Chain Management
• Ability to effectively communicate, provide mentorship and lead cross-functional team
• Strong numerical /analytics skills
• Ability to write clear and concise reports and make high level presentations is required
• Ability to use Microsoft office suite packages (excel, word, power point). Advanced Excel capabilities will be an advantage
• Strong organizational skills with the ability to multi-task; excellent interpersonal skills
• Experience with programs supported by bilateral agencies such as USAID and international agencies such as the Global Fund is desirable

Supervision

The Warehousing and Distribution Analytics Advisor will report to the Warehousing and Distribution Analytics Manager / Senior Manager.

Working Conditions/Duration of Assignment

This is a long-term position for the life of the contract based in Abuja, Nigeria.