Job Title: Gifts-in-Kind Sourcing Specialist
Status: Temporary (full-time)
Location: Alexandria VA
IRUSA’s Gift-In-Kind (GIK) Program responds to humanitarian emergencies in the US and around the world. It primarily provides a range of in-kind donations to meet the needs of disadvantaged communities in poor countries facing shortages of medicine, medical supplies, and other relevant goods and equipment. The Gifts-in-Kind Sourcing Specialist will provide critical support in identification of new Gifts-in-Kind donors, cultivation and strengthening of partnerships, creation and maintenance of a GIK donors database, and conducting valuation of pharmaceuticals. The position reports to Deputy Director of Programs.
Essential Duties and Responsibilities:
- Identify new potential GIK donors and maintain relationship with them.
- Assist in developing recommendations for “go or no-go” of prospective GIK projects, with documented rationale, and include on comprehensive project summaries.
- Maintain good relationship with prospective GIK donors and IRW field offices with clarity and tact, and an astute understanding of cultural and political nuance.
- Document communication with GIK donors so that a record is maintained of challenges, contributions and commitments on each side of the relationships.
- Solicit the lists of items available for donation from GIK donors and communicate it to GIK internal stakeholders.
- Establish and maintain a list of GIK donors categorized by types of donations, geographic locations, average shelf life of products, and the associated administrative and handling fees.
- Establish and maintain a list of GIK recipient countries categorized by types of donations needed, minimum required shelf life of donations, and the certificates required based on the U.S. export controls and economic sanctions laws.
- Conduct a quality review and cost-benefit analysis of available items for donation.
- Establish relationship with shipping companies and create a list of estimate shipping quotes to prospective countries that IRUSA is sending GIK donations.
- Attend the events, conferences, workshops, and training related to GIK.
GIK Project Management
- Analyze the need assessments and match them with available donations.
- Send the revised lists of items that are needed to GIK donors for validation.
- Prepare the GIK project summaries for the Project Approval Committee, and respond to PAC inquiries as needed.
- Draft the Memoranda of Understanding (MoUs) between IRUSA and donors for GIK donations.
- Submit the MoUs together with the necessary documentations to get legal clearance and facilitate the execution of MoU.
- Ensure the implementation of MoU including timely processing of payments, confirmation of donation orders, and provision of information internally and externally.
- Coordinate with the donor agencies and shipping company to ensure the pre and post shipment inspections are conducted by a third party company.
- Provide final documents of shipment to the recipient parties (packing lists, bills of lading, pre and post shipment inspection survey, donation letter, commercial invoices, and certificates of quality analysis of medicines, and etc.)
- Conduct valuation of pharmaceuticals and medical supplies using the latest IQVIA (IMS Health) database.
Risk Management and Compliance
- Verify that all donated items are within expiry dates and otherwise meet recipient requirements; maintain a detailed inventory of GIK items based on packing lists.
- Undertake proper due diligence of all potential donors.
- Obtain the pre and post shipment inspection survey reports from GIK donors or the third party company that conduct the inspection.
- Coordinate with the donor agencies to ensure the export certificates and other compliance certificates are obtained.
- Keep abreast of new trends and conditions for receiving donated pharmaceuticals and medical supplies.
Monitoring, Evaluation, Reporting and Communication
- Provide the valuation data and GIK reach and results to Finance, Communication and Marketing Departments.
- Providing timely responses to external auditors for verification of GIK annual data.
- Coordinate regular communication with donors on IRUSA’s GIK success and achievements.
- Contribute to the reviews / evaluations of GIK Program and to the integration of key learning into future GIK operations.
- Prepare reports on GIK donors mapping and future trends and conditions.
- Maintain GIK program documentations and records are thorough and up-to-date at all times.
- Coordinate with Communication and Marketing Departments to write articles about the impact of GIK projects update IRUSA website and blogs and publish pictures and videos.
Qualifications and Competencies:
- Master’s degree preferred, Bachelor’s degree in pharmacy / chemistry or public health required, or equivalent combination of education and experience.
- At least 3 years of experience in marketing in the pharma /medical sector or in managing a gifts-in-kind program or supply chain logistics (or equivalent administrative experience).
- Technical knowledge of appropriate medical interventions in a humanitarian or development context and the standards governing such programs, or the ability to quickly master this knowledge. Technical knowledge of conducting valuation of pharmaceuticals is highly preferred.
- Appreciation for the dynamics and challenges of collaboration and ability to effectively manage cohesive collaborative relationships.
- Superb communication skills:
- Fluency in English, with the ability to convey ideas and concepts in multiple ways for different audiences in both speaking and writing.
- Ability to absorb large amounts of information and complex issues and synthesize the critical elements with clarity and simplicity; proven record of accomplishment of producing excellent program reports.
- Ability to communicate well in a wide range of cultural contexts.
- Excellent analytical skills with the ability to write reports with a high degree of accuracy and credibility
- Excellent knowledge of office software, including spreadsheets and databases
- Ability to travel internationally and domestically
- Must be eligible to work in the United States