Senior Coordinator: Supply Chain & Logistics - Cure Blindness Project

SCOPE OF WORK

Under the supervision of the Senior Program Manager, you will be responsible for the effective management and coordination of Cure Blindness Project’s medical and non-medical equipment, supplies, assets, and related logistics in Ghana. You will support the full equipment lifecycle, including procurement coordination, shipment and clearance, receipt, inspection, inventory management, deployment, maintenance, tracking, transfer, and return of equipment across the Cure Blindness Project warehouse, Country Office, and supported partner facilities.

You will maintain accurate and up-to-date records of all equipment, assets, and relevant supplies. You will ensure that equipment received by Cure Blindness Project is properly inspected, documented, tagged, stored, and accounted for. You will coordinate the timely distribution and deployment of equipment and supplies to implementing partners and ensure that appropriate documentation, including Material Issue Notes, Equipment Transfer Forms, and Goods Receiving Notes (GRNs), is completed and maintained.

You will coordinate with suppliers, shipping and clearing agents, government agencies, biomedical engineers, service providers, and partner facilities to facilitate the timely receipt, clearance, deployment, maintenance, and repair of equipment. You will monitor the condition, location, and utilization of equipment at partner facilities and ensure that damaged, lost, obsolete, or non-functional equipment is promptly documented, reported, and followed up.

You will conduct periodic physical verification and inventory counts of equipment at the Cure Blindness Project warehouse, Country Office, and partner facilities. You will reconcile physical equipment against inventory records and ensure that discrepancies are investigated and resolved in a timely manner.

You will provide logistical support for the preparation, movement, deployment, and return of equipment and supplies required for cataract surgical outreaches, trainings, screening activities, and other Cure Blindness Project-supported programmes. You will ensure that equipment required for programme activities is available, functional, properly documented, and delivered to the appropriate location within the required timeframe.

You will also provide general logistical and administrative support to the Country Office, as required, particularly in areas related to equipment, supplies, facilities, shipments, and programme operations.

ESSENTIAL JOB FUNCTIONS

• Serve as the primary coordinator for supply chain and logistics in-country.

• Foster a positive and productive organizational culture aligned with Cure Blindness Project's global culture and values.

• Build and maintain collaborative working relationships with counterparts across Cure Blindness Project offices, including the US and Africa teams.

• Support the achievement of organizational goals through effective equipment planning and management.

• Ensure equipment and assets are managed efficiently, transparently, and in accordance with organizational policies and procedures.

• Maintain a high level of accuracy and accountability in equipment records and documentation.

• Identify operational challenges and develop practical solutions to ensure equipment availability and programme continuity.

• Demonstrate ownership of assigned responsibilities and deliver activities within agreed timelines and budgets.

• Perform other reasonable duties related to equipment management and programme operations as assigned by the line manager.

Business Management 

• Prepare regular work plans and obtain approval from your line manager. These plans should encompass activities related to your role and responsibilities, including strategic and action planning for supply chain and logistics administration, resource planning, budget development, schedule and timeframe development, documentation, and report sharing.

• Take responsibility for the successful completion of your regular work plan within the specified timeframe and approved budget, with optimal efficiency.

• Support the proper implementation of program, finance, inventory, and administrative strategies and actions for the Country Office to achieve its goals with required compliance.

• Build effective networks across partners and collectively address infrastructure, inventory, shipment, and other related challenges to ensure timely implementation of our programmes with required quality and budget efficiency.

Supply Chain and Inventory Management

• Receives and inspects all incoming materials and reconciles with purchase orders; processes and distributes documentation with purchase orders; reports, documents and tracks damages and discrepancies on orders received.

• Coordinate with shipping agents, the Ministry of Health, Ghana Health Service, the Ministry of Finance, the Food and Drugs Authority, and customs to receive pre-shipment approval and duty/tax exemption for all incoming shipments.

• Track equipment and consumables received and distributed to partners.

• Inspect storage areas weekly for cleanliness, par levels, and spoilage.

• Conduct monthly inventory and prepare related reports.

• Utilizes procedures that minimize operating costs for the purchase and storage of all products.

• Helps to minimize losses from product or supply pilferage, spoilage, or obsolescence.

• Ensure issued outreach equipment and consumables are recorded and reported in close collaboration with the technical team.

• Prepare and collect GRNs from all partners. Perform all related functions, including but not limited to receiving, shipping, storing, and issuing materials in accordance with established procedures.

• Own workflows end-to-end, overseeing incoming requests for consumables or equipment from partners for different activities.

• Work with biomedical team members and other technical team leads to ensure that equipment returned to Cure Blindness warehouse is in working order.

• Arrange distribution of equipment and consumables to partners and ensure timely delivery.

• Conduct biannual physical inventory count and report to US TaP (Procurement) and Finance Team; identify areas for improvement.

• Oversee regular inventory distributions to TaP team in the USA.

• Ensure that Material Issue Notes, Goods Receiving Notes, and other related documents are properly managed, and confirm that these documents match actual quantities against physical counts for items issued or received.

• Report any obsolete, damaged, lost, or missing items monthly.

• Regularly update the shipment and inventory management tracker.

• Provide all required documentation to the clearing agent, including the Donation Certificate, Packing List, Commercial Invoice, Certificate of Origin, Certificate of Analysis, and Good Manufacturing Practice documents related to items to be shipped.

• Provide all the required letters to the clearing agent that would help to facilitate the pre-import approval and the customs clearance processes.

• Contribute to maintaining an up-to-date national supplier and vendor database and building a strategic view of sourcing in the area.

• Build and maintain processes to keep inventory files organized and easily accessible.

• Monitor and replenish office supplies.

• Perform regular inventory checks and assist with annual audit.

Logistics

• Coordinate the timely deployment and distribution of equipment to Cure Blindness Project-supported facilities and programme activities.

• Prepare equipment issue notes, transfer forms, delivery documentation, and other required records.

• Ensure receiving facilities acknowledge receipt of equipment and consumables and provide appropriate documentation.

• Coordinate transportation and logistics for equipment movements within Ghana.

• Maintain a movement tracker showing equipment issued, transferred, returned, or relocated.

• Work with programme and technical teams to ensure equipment is delivered according to approved implementation plans.

• Ensure equipment deployed for outreach activities is properly documented and accounted for before and after each activity.

• Process invoices for payment and work closely with Finance on logistics payments.

• Coordinate with freight forwarders, customs authorities, government agencies, and service providers to facilitate efficient importation and clearance processes.

• Perform any other reasonable duty assigned by the line manager.

QUALIFICATIONS

To be successful in this role, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills/Knowledge/Abilities

• Ability to work effectively and diplomatically with a diverse range of internal and external stakeholders, including partners, cross-functional teams, and senior-level subject matter experts.

• Strong organizational, communication, relationship, and project management skills, with the ability to manage multiple projects simultaneously, prioritize tasks, meet deadlines, and deliver high-quality products.

• Detail-oriented, with the ability to set clear priorities and apply strong analytical, organizational, and problem-solving skills to drive decision-making and complete projects.

• Set and meet project roadmaps with properly scoped deadlines that have well-defined milestones.

• Ability to thrive and adapt in a fast-paced and evolving environment – virtually and in-person.

• Experience with, or familiarity with, Ghana customs and import/export regulations.

• Experience working in multi-cultural environments and ability to successfully collaborate with cross functional teams and leaders to drive results.

• Strong written and spoken English language proficiency.

• Previous experience in public health learning and development roles preferred.

• Flexibility to work off hours, nights, and weekends when needed.

• Ability to travel domestically and internationally up to 20% of the time.

Experience

• Minimum of three years’ experience with infrastructure, equipment, and/or inventory management in an NGO or eye care setting.

• 2–3 years’ experience supporting logistics and supply chain operations in a global organization.

Additional qualifications include:

• Excitement to join a nonprofit institution poised to expand global operations.

• Outgoing personality that can collaborate with a variety of personalities at all levels of the organization, building relationships and shared goals across departments and partner organizations.

• A sense of discretion and a high degree of professionalism is required, ability to maintain confidentiality of highly sensitive information.

• Demonstrates a highly professional and cooperative demeanor with supervisors, coworkers and partners.

• Strong interpersonal, communication, facilitation, and presentation skills.

• Detail-oriented and able to efficiently prioritize tasks.

• Flexibility to adjust and contribute to continually evolving work situations and changing priorities.

• Excellent computer skills and technical aptitude, proficient with Google Workspace, MS Office, Asana (and other cloud-based software), MacOS, and experience with Apple hardware.

• Experience with ERP/accounting systems, such as Sage Intacct or similar software.

• Committed to advancing diversity, equity and inclusion.

Physical requirements:

• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift up to 50 pounds at a time.

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