About Vitamin Angels

Vitamin Angels (VA) is a 501(c)3 non-profit, global public health organization working towards ending malnutrition worldwide by distributing life-changing vitamins and minerals to at-risk mothers and children under five throughout the U.S., and around the world.  

Vitamin Angels is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We are a dedicated group of individuals who aim to foster a supportive environment where everyone can contribute, thrive, and grow.

Role or Purpose of Position

The Logistics Coordinator is a member of the Supply Chain Unit, within the Program Division team. They manage supportive logistics actions and processes pertaining to commodities/products that Vitamin Angels (VA) stores and re-distributes. The main purpose of the position is to: i) manage all aspects of moving commodities/products for US/Canada projects on VA’s behalf in a timely, safe and cost-effective manner; ii) document each step of every shipment made; iii) assist in data entry for shipments made in VA administrative priority countries and help with inventory reconciliation and iv) support VA’s Supply Chain Unit in areas pertaining to VA’s logistics needs, including some international shipments. They assist in all aspects of distribution logistics while maintaining a collaborative working relationship with staff of VA’s other Program Units and other Divisions, and while working to promote, exemplify and further the mission, values and culture of VA.

Major Duties and Responsibilities

The major duties and responsibilities of the Logistics Coordinator are multi-purpose and may evolve over time, but include:

Manage all aspects of moving commodities/products for US/Canada projects on VA’s behalf in a timely, safe and cost-effective manner

• Allocate appropriate batches to US/Canada grants, screen involved parties against restricted party lists to ensure compliance with US Export Control and economic trade laws and regulations;
• Request shipping quotes from shipping companies as required;
• Cause shipping to occur (and be orchestrated) by the in-kind donor, the supplier, the recipient and/or an 3rd Party Logistics (3PL) partner;
• Coordinate, support, monitor and otherwise facilitate all requisite communication among all parties to all shipping transactions (e.g., communications among representatives of the in-kind donor, the recipient, the consignee, and the 3PL partner, etc.);
• Track shipments until accepted by consignee (or disposition of a shipment is completed), maintain documentary proof of accepted shipments, and confirm transaction is complete with the programs division; and
• Monitor grantee/recipient sensitivities and abilities regarding shipment and storage (e.g., size of shipment is not too large for the recipient to handle, especially if delivering to an office instead of a warehouse).

Document each step of every shipment made

• Update VA’s commodity inventory using the inventory management system (Salesforce and Rootstock);
• Track all US/Canada shipments until received and retain receipt notifications in shipment files;
• Maintain comprehensive logistics files for each shipment on the shared drive with documentary information showing completion of each step of shipping process; and
• Email requests for missing receipt confirmation for international shipments, and notify the Logistics Manager if any clearance/shipment issues are shared by the recipient.

Assist with inventory reconciliation and monitoring of product shelf life

• Monitor shelf life of product allocated waiting for approval to ship;
• Review inventory count for multiple VA warehouse locations at the end of each quarter; and
• Assist in the year-end inventory reconciliation and confirmation from VA Warehouses.

Support VA’s Supply Chain Unit in areas pertaining to VA’s logistics needs including, but not limited to

• Shipment coordination outside of the US/Canada when needed;
  • Undertake, as appropriate, notifications to all parties to a shipping transaction needed to ensure timely and efficient execution of each step of the international distribution logistics for each shipment;
  • Provide recipient with documentation needed to clear product from customs; and
  • Monitor grantee/recipient sensitivities and abilities regarding shipment and storage (e.g., commodities should not sit in container in port for weeks being subjected to intense heat).
• Logistics representative in the IEC group;
• Vendor invoice submission; and
• Packaging and shipping of instructional materials.

Level of Decision-Making

Within the bounds of VA’s mission, values and policies, and sound professional practices, the Logistics Coordinator will partner with the Supply Chain Manager to make decisions of significant consequence that affect VA clients, partners, and employees.

Organizational Relationships

VA operates under a collaborative, matrix management model. The Logistics Coordinator establishes their own daily work priorities and ensures that all responsibilities are conducted consistent with accepted best practices, sound professional judgment and within established schedule and budget.

Reports to:	Supply Chain Manager
Supervises:	None
Primary working relationships:	Supply Chain ManagerLogistics SpecialistAssociate Director of Supply ChainSenior Program ManagersRegional Program OfficersProgram PartnersVendors and Service ProvidersCountry Advisors
Travel required:	Nominal

Qualifications and Skills (Required and Preferred)

Required:

• Minimum 1-year experience working in the area of distribution logistics;
• Proficiency with information technology (e.g., basic office tools including Word, Excel, and PowerPoint); practical understanding of Internet applications use; practical knowledge of relational databases; and/or other software tools that support management of distribution logistics;
• Superior organizational, interpersonal and communications skills (written/oral) required;
• Entrepreneurial, goal-oriented, and self-directed;
• Ability to manage stress, including but not limited to stress resulting from local and foreign travel, large crowds, open spaces, shared office space, and daily activities;
• Ability to lift, or carry, approximately 20-40 lbs. on a regular basis; and
• Ability to remain seated for extended periods of time, including but not limited to prolonged air travel, and general job assignments perform at a desk.

Preferred (not required):

• BA/BSc degree from an accredited university;
• Goleta/Santa Barbara based position, with at least 1 day a month in the office; and
• Experience with dietary supplement and pharmaceutical shipping requirements and regulations.

Application

Applications will be accepted until April 15, 2023, or until a qualified applicant is identified.