Short Term Technical Assistance (3 months)

Job Description

Warehousing and Distribution Consultant

Remote work options

Background and Justification

In Zambia, the Global Health Supply Chain – Procurement Supply Management (GHSC-PSM) project provides systems support to the Zambian Medicines and Medical Supply Agency (ZAMMSA), a statutory entity mandated to supply medicines and medical products to the public health sector on behalf of the Ministry of Health (MOH). ZAMMSA primarily focuses on order processing, storage, and distribution.

Based on the recent outcome of a short-term technical assessment (STTA) culminating in January 2025, ZAMMSA expressed a desire to further enhance the efficiency of its warehousing operations. In response to this, GHSC-PSM intends to engage the consultancy services, outlined below, to support ZAMMSA in maintaining progress and strengthen its warehouse and distribution operations. The consultant will assess the process flows and systems within ZAMMSA. The consultant will also review and revise the standard operating procedures (SOPs) and develop a mentorship and training plan aimed at improving processes and systems to achieve enhanced warehouse operations. Leveraging the consultant’s expertise will provide ZAMMSA with specialized knowledge, comprehensive assessments, effective mentoring, efficient implementation, sustained improvement, targeted training, thorough handover, and risk mitigation. This approach will significantly increase the likelihood of achieving enhanced warehouse operations and improving staff capacity.

Position Title : Short Term Technical Assistance (3 months)

Reporting : Deputy Country Director – Warehousing and Distribution

Purpose and Statement of Work

The purpose of this SOW of this STTA, is to continue to support the following activities initiated by multi-phased approach STTA in 2024. The points below summarize key activities within the SOW:

• Provision of systems’ support to the ZAMMSA operations team by enhancing the use of operational tools and systems, ensuring effective monitoring, coordination, and optimization of warehouse operations;
• Facilitate integration of processes and systems in dispatch and distribution for improved performance and efficiencies by streamlining the integration of processes and systems;
• Provide support on SOP reengineering process, assist in completing SOPs and train ZAMMSA on using corrective action/preventative action (CAPA) to drive continual improvement and evaluate the robustness of the improved procedures;
• Attend meetings as required, alongside ZAMMSA’s Senior Management Team (SMT) and or Ministry of Health (MOH), representing the project;
• Collaborate with tactical operations team to allow senior leadership to focus on strategic initiatives and relationship-building with external partners;
• Create platforms facilitating continuous tracking and review of performance against targets;
• Introduce peer review mechanisms among junior management teams.

Expected Outcomes

• Strengthened health and safety oversight mechanisms;
• Regular audits conducted, resulting in increased awareness and safety standards;
• Technical support provided for improved utilization of operational tools and systems resulting in effective monitoring and coordination of the warehouse operations;
• Develop a resilient and responsive organization through optimized warehousing and distribution structures;
• Enhance visibility and support for project initiatives among key stakeholders;
• Streamlined processes in dispatch and distribution leading to improved performance metrics and operational efficiencies;
• Strengthened lower management structures to support enabled senior leadership to focus on prioritising strategic initiatives;
• Completion of revised SOPs that are robust and effective;
• ZAMMSA personnel trained in Corrective and Preventive Action (CAPA) enabling them to assess and mitigate risk within operational procedures as well as develop a continuous improvement culture;
• Platforms established for continuous tracking and review of performance against targets, fostering a culture of accountability;
• Continuous tracking and peer review for ZAMMSA junior management to foster a culture of accountability and encourage ongoing improvement and best;
• increased employment engagement and ownership of workplace organization and initiatives by ZAMMSA employees and management;
• Expected Deliverables

*Specific deliverables may be submitted at the request of USG.

Key Deliverables List

• Warehouse process flow reviewed, and action plan developed for improving warehousing operations at both ZAMMSA central and regional hubs, with clear operational efficiency targets and staff responsible for each task;
• Plan for repurposing ZAMMSA Human Resources (HR) in critical areas in the warehouse developed and approved by ZAMMSA SMT to work in the identified areas to improve efficiencies at both central and regional hubs in the process flow;
• Reviewed SOPs and recommendations for required updates to streamline processes to incorporate the new requirements for USG supported 3PL, presented to ZAMMSA SMT for approval;
• Mentorship plan implemented for ZAMMSA staff in warehousing best practices and implementation of strategy;
• Complete and comprehensive assessment of the material handling equipment and current inventory system at ZAMMSA Central and hubs conducted;
• Report defining ZAMMSA Information and Communications Technology (ICT) requirements at a strategic and governance level to support ZAMMSA warehouse operations and right level data visibility throughout the national supply chain;
• Weekly report on ZAMMSA’s Senior Management Team (SMT)/Ministry of Health (MOH) attention to priority issues affecting the national health commodities supply chain;
• Final Technical report detailing the work completed, any remaining gaps and recommendations for ZAMMSA and GHSC-PSM.
• Job openings in Zambia

Minimum Education Qualifications, Experience and Competencies

• Advanced degree (bachelor’s preferred) in Supply Chain, Logistics, Public Health, or related field or a related field;
• At least 15 years of progressively responsible experience in warehouse operations and distribution in public health supply chains, preferably in low- and middle-income countries (LMICs);
• Proven track record of working with government institutions, health supply agencies, or donor-funded projects (USAID, Global Fund, MOH, ZAMMSA, etc.);
• Proven leadership in mentoring teams, facilitating stakeholder coordination, and building cross-hub collaboration;
• Demonstrated experience with reengineering SOPs, demonstrated success in rolling out national-level Warehouse Management Systems (WMS);
• Hands-on experience with CAPA systems, quality assurance/quality control (QA/QC) processes, and health and safety standards in warehousing;
• Deep understanding of warehouse management systems (WMS) and operational tools;
• Knowledge of inventory management technologies, material handling equipment and ICT infrastructure;
• Familiarity with 3PL operations, public-private collaboration, and last-mile distribution challenges in the health sector;
• Demonstrated ability to lead and mentor cross-functional teams, especially in capacity-constrained public sector environments;
• Experience in building staff ownership and instilling a culture of accountability and continuous improvement;
• Ability to link operational tools with strategic supply chain planning, governance structures, and national priorities;
• Capable of working with senior decision-makers and technical staff simultaneously;
• Strong ability to assess complex warehouse systems, diagnose bottlenecks, and develop actionable improvement plans;
• Competence in data analysis, forecasting, and performance tracking;
• Adept at presenting to senior stakeholders (e.g., SMT, MOH);
• Strong interpersonal and facilitation skills for multi-agency meetings and collaborative planning;
• Ability to operate in a fluid environment with institutional transitions;
• Strong ethical orientation and commitment to confidentiality and local capacity building;

Method of Application

Interested candidates meeting the above requirements should send their applications to psmzambiarecruitment@ghsc-psm.org by or before COB Wednesday, June 25, 2025, at 17:30 hours.

Note: On the day of interviews, all invited applicants should have copies of verified qualifications certificates issued by the Zambia Qualifications Authority (ZAQA) and the qualifications (academic or professional certificates) obtained from tertiary institutions. No telephone inquiries.

Chemonics is an equal opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, or other legally protected characteristics.

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