Locations: Addis Ababa
Organization: Management Sciences for Health (MSH)
Job Description
OVERALL RESPONSIBILITIES:
The position holder is responsible for overseeing the coordination of shipments and customs clearance processes for commodities produced by U.S Government (USG). This role ensures the efficient and timely importation of goods by managing relationships with clearing agents, consignees, including the Ethiopian Pharmaceutical Supply Service (EPSS), USAID, and other partners, as well as regulatory authorities like the Ethiopian Food and Drug Authority (EFDA) and the Ethiopian Customs Commission (ECC).
The Manager is responsible for obtaining pre-import permits and import releases from EFDA and ECC, preparing necessary documentation, and securing required approvals such as clearing agent delegation letters, duty-free exemptions, and other consignment-related documents. Additionally, the role involves maintaining and updating shipment trackers, providing real-time shipment status updates, and ensuring compliance with import regulations. Through close coordination with key stakeholders, the Manager plays a critical role in facilitating the seamless and efficient clearance of essential health commodities.
SPECIFIC RESPONSIBILITIES:
Under supervision of the Supply Chain Management Lead, Customs Clearance Manager for the USAID Supply Chain Strengthening will provide the following activities.
- Provide technical support in the development of strategies, guidelines and working documents to advance custom clearance processes.
- Oversee customs clearance operations by monitoring incoming shipments, processing documentation, and ensuring compliance with policies and regulations.
- Review export documentation, including Air Waybills, Bills of Lading, and packing lists, to verify accuracy, completeness, and adherence to government regulations for timely clearance of USG-procured HIV/AIDS, TB, Malaria and MNCH products
- Obtain pre-import permits for all procured and imported commodities from EFDA and other relevant government authorities.
- Secure necessary documentation, including clearing agent delegation letters, duty-free waivers, and consignee authorizations for USAID-consigned shipments.
- Track and coordinate shipments with freight forwarders and shipping lines, updating internal tracking systems and expediting clearance for sensitive items such as cold chain, short-shelf-life, and high-priority commodities.
- Collaborate with in-country freight forwarding agents and regulatory authorities to enhance efficiency and compliance.
- Work closely with warehouse and distribution teams to ensure timely delivery, reconciling received quantities with purchase orders and invoices.
- Strengthen coordination with key partners to streamline the clearance of health commodities.
- Collect, document, and maintain records of final customs declarations, proof of deliveries, and consignee receipts.
- Report and document transit incidents, including shipment discrepancies, stock imbalances, or delays, and initiate investigations and corrective actions to mitigate supply chain disruptions.
- Facilitate product verification by the Ministry of Trade to ensure compliance with national standards.
- Maintain shipment status records of all health program products managed and provide up-to-date pipeline information as required for decision-making.
- Prepare and distribute periodic reports on customs clearance activities, shipment status, and compliance updates.
- Provide technical guidance and strategic recommendations to enhance customs clearance efficiency and regulatory compliance.
- Together with inbound logistics advisors, support the development of inbound logistics strategies and action plans, mainly on shipment tracking and customs clearance.
- Contribute to the development and execution of standard operating procedures (SOPs).
- Assist in implementing key performance indicators (KPIs) for effective monitoring and evaluation of customs clearance performance.
- Actively participate in supply chain review meetings, procurement planning sessions, and relevant technical working groups (TWGs) at different levels.
- Assess training needs and organize/facilitate training sessions as necessary in the area of custom clearance.
- Engage in other technical assignments and collaborative tasks as directed by SCS Activity and MOH/EPSS leadership, contributing to the optimization of supply chain management through the application of specialized expertise of the position.
- Execute technical tasks and responsibilities as directed by the management, adhering to established protocols within project objectives.
- Contribute to proposal development and fundraising efforts by providing technical input on customs clearance areas of supply chain management.
- Prepare and submit weekly and monthly action plans and progress reports to the SCS supply chain management lead.
- Advocate for the adoption of best practices in supply chain management especially with customs clearance, ensuring alignment with global standards and donor expectations.
- Document and report SCS project achievements, including success stories and activity summaries.
- Generate and submit monthly health program commodity pipeline risk assessments for USG procured pharmaceuticals.
- Identify potential supply chain risks, pertinent to customs clearance and develop mitigation strategies.
- Ensure compliance with established regulatory policies and procedures
- Perform any additional duties assigned by SCS supply chain management lead.
QUALIFICATIONS
A)EDUCATION/TRAINING Bachelor’s Degree in Supply Chain Management, Procurement, Transportation, Business Administration, Management, or a related field from a recognized institution.
B) EXPERIENCE – Minimum of 7 years of relevant experience with a bachelor’s degree or 5 years with a master’s degree.
At least 3 (three) years’ experience working on a U.S. Government or other donor-funded project, or Non-Governmental Organizations (NGOs) preferred.
Proven experience in shipping, freight logistics, customs, or procurement.
Prior experience in managing the custom clearance of pharmaceuticals or medical laboratory commodities is preferre
C) KNOWLEDGE AND SKILLS
- Basic understanding of the operational and programmatic aspects of major public health programs, such as HIV/AIDS, TB, Malaria, and MNCH, including their specific commodity requirements.
- Comprehensive knowledge of the Ethiopian pharmaceutical supply chain sector and related regulations.
- Hands on experience in product import and custom clearance process of Ethiopia as applied to donated products ais highly desired.
- Demonstrated ability to work with other implementing partners in implementing complex programs.
- Fluency in English and Amharic, including business terminology.
- Skilled in using ERP system, and generating, analyze and producing product procurement related data for decision-making.
- Proficiency in Microsoft Office Suite, including Word, Excel, Project, and PowerPoint.
- Strong organizational abilities and proven capacity to collaborate effectively within a team-oriented environment.
- Excellent interpersonal skills, sound judgment, and effective communication abilities, with a demonstrated capacity to identify and resolve operational challenges.
- Demonstrated flexibility and the ability to prioritize and manage a wide range of tasks and activities.
- Strong leadership, mentoring, management, planning, analytical and organizational skills. These will be demonstrated in the ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail.
- Working independently within expressed parameters, regularly scheduled tasks and adherence to strict deadlines is essential.
- Demonstrated ability to work as an effective team member in a complex and fast paced environment.
- Familiarity with SCS Activity, USAID, MOH and EPSS systems is a significant advantage.
- Willingness and ability to travel within Ethiopia as required.
D) CORE JOB COMPETENCIES:
- Results seeker – Proactive, meets deadlines, identifies actions, and achieves goals.
- Innovator – thinks creatively, anticipates changes, and produces solutions.
- Adaptor – stays calm under pressure and handles constructive criticism well.
- Complier – follows procedures and encourages others to do as well.
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status.
