This role manages the development, implementation and coordination of gifts-in-kind policy, procedures, training, inventory management and logistics, and has oversight of product specific NSP distribution (catalog and livestock gifts). S/He works collaboratively with the Fundraising and Engagement (F&E) team and the Accounting Team, as well as with colleagues in the Regional and Country Offices to ensure the securing, receiving, processing, transportation, delivery, distribution and accounting for gifts-in-kind program. This position ensures strategic alignment of GIK and catalog product identification, selection and distribution. The Manager, GIK and Logistics will also support and have a dotted-line reporting relationship with the Accounting department with the development and analysis of such valuation methodologies as needed.
- Conducts scheduled reviews of GIK policies and procedures; compiles recommended updates for review with multi-departmental team to ensure best practices and learnings are part of our update process (knowledge management).
- Ensures compliance with all policies and procedures for gifts-in-kind program
- Responsible for supplier coordination and execution of inventory management policies and procedures, analysis / administration of goods valuation determination, risk management administration and reporting and compliance according to organizational accounting standards
- Responsible for oversight, coordination and regulatory / statutory compliance of logistics management for gift-in-kind resources to include appropriate transportation vendor assessment, methodology and rate negotiations, and warehouse vendor management
- Serves as organizational support (and representative, as necessary) for all regulatory / customs requirements, communication and compliance
- Works with and provides Accounting the valuation of GIK product in compliance with GAAP and related organizational policy and guidelines. They will retain all required documentation and support annual audit of GIK product.
- Stays up to date on customs rules, regulations and duty-free status requirements; leads efforts to maintain ChildFund’s status and/or open up new opportunities with countries where we operate.
- Serves as organizational gifts-in-kind supply chain resource for management, communications and administration related to end-to-end operations.
- Understands the donor’s guidelines, rules and regulations for the administration of GIK donations and coordinates with both F&E and the CO to ensure that implementation meets these standards.
- Ensures the distribution plans for donations are in place and are followed.
- Develops training materials for Country Office staff on GIK policies, procedures and best practices; conduct training through webinars, Skype and in-person on a continual basis.
- Develops training materials as needed for Country Offices on designated catalog item procurement and distribution.
- Collaborates with Country Office staff to establish a funding obligation (NSP) to cover the in-country logistical costs; Ensures NSP, plans and notes are all accessible in SalesForce.
- Monitors spending of logistics funds to ensure it aligns with distribution activity and does not exceed the amount of funds budgeted
- Supports F&E in communicating changes or challenges to the donor that may necessitate a change to the planned shipping arrangements and/or in-country distribution schedule
- Reviews monthly inventory reports for accuracy and communicate inventory balance changes to GIK Accountant to support accounting entries.
- Helps troubleshoot problems that arise prior to or during shipping and distribution, such as logistical and taxation issues, staff turnover, etc.
- Reviews NSP monthly spend reports for GIK logistics spend rates and catalog NSPs (Alliance and I/O); Participate in quarterly regional NSP Portfolio Review calls.
- Monitors spending of catalog funds to ensure they align with distribution timing guidelines and requirements
- Works with all teams to ensure GIK and catalog funds are a strategic program resource for ChildFund.
- 5+ years’ experience in logistics management or international procurement; previous experience in an NGO environment or working in development markets preferred
- 3-5 years professional experience in grant management, project management or international development.
- Demonstrated experience in working with and understanding of international supply chain principals, regulations and procedures; solid understanding of international banking regulations also required.
- Strong problem solving, analytical and negotiation skills.
- Advanced reporting and analytical skills including Excel and Access that including querying and filtering (using SQL) large data sets
- Comprehensive knowledge in multi-modal transportation, freight negotiations, US Customs law, DEA regulations.
- Excellent organizational skills with the ability to prioritize multiple responsibilities and meet deadlines.
- Experience managing budgets and cost projections.
- CRM system experience (SalesForce).
- Flexible, Adaptable, Detail-oriented, Team Player.
- Bachelor degree in Public Administration, Business, International Development, Public Health , International Affairs and Policy, or a related discipline OR demonstrated working experience performing key functions for this position. Equivalent work experience in Logistics Management is required.