Lead, Logistics Operations

This posting is to fill a current vacancy.

Key Responsibilities -

• Supervises/Leads the work processes and workflow priorities of the Logistics/Warehouse and Distribution Centre involving specimen container kits assembly scheduling and productions, multi-function printer related replenishment/operations, waste management process, compressed gases, confidential shredding, and lab coats exchange process.
• Supervises/Leads the work processes and workflow priorities for the provision of mail / specimen and courier services, auto-fax failed process, Canada Post services, Canada Border Services Agency (CBSA) including broker services, and other assorted private courier companies for pick-up and delivery services.
• Provides guidance and direction to external contracted courier staff to ensure that courier staff is up-to-update on schedules and follow up if necessary to ensure that operational needs are met; Responds to inquiries in the completion of the courier staff daily duties.
• Ensures that all service-related equipment is properly used, maintained and repaired by providing proper training, regular preventative maintenance programs and prompt repairs when necessary.
• Facilitates removal/disposal of records, chemical waste, biological waste and assets as required as per approved procedures and PHO’s retention guidelines.
• Coordinates the daily work routines for logistics operations staff by ensuring that the workflow is in line with staff assignments and workload expectations.
• Ensure staff adherence to established work routines, safe working practices and hazard-free working conditions.
• Manages and directs staff, congruent with PHO’s internal policies and procedures, professional standards, Collective Agreement requirements and other relevant standards, legislation or regulations, including: providing direction and leadership in the implementation of new techniques and standards; assigning staff and implementing work/vacation schedules; setting clear responsibilities and objectives and evaluating performance; advising on training needs, participating in recruitment/selection of staff; dealing with disciplinary issues and responding to grievances in conjunction with PHO’s management programs.
• Supports the development of procurement materials (i.e. Business Case, RFx, Evaluation, QC for products, Vendor selection, de-briefing process etc.) for logistics operations items at PHO’s laboratory for Director, Laboratory Operations sign off.
• Consults and collaboration with staff and client groups to establish and implement the appropriate procedures and services to respond to unique or infrequent client needs with relation to the impact on existing department directives and guidelines (e.g. requests for special services like self- generated forms, distribution of stock items to private sector or the Ontario Public Service for charge-back to budgets etc.).
• Develops and supervises various KPI and performance measures for Logistics Operations such as: % report completion, return reports, contracted courier performance KPI (such as late/cancellation, % on time, ETA, client’s complaints.
• Ensures the development, maintenance and implementation of laboratory logistics Standard Operating Procedures (SOPs) related to incoming specimens’ management, biohazardous and chemical waste management, lab coats services and exchange, compressed gases and dry ice inventory management and maintenance, laboratory receiving, and laboratory inventory kit and supplies management.
•  and makes recommendations on meeting client needs.
• Develops and maintains effective and useful operational data, (e.g. staffing, equipment, supplies for analysis and decision-making processes by management staff).
• Provides input for preparation of the department budgets.
• Ensures compliance with relevant PHO policies, standards, guidelines and legislative requirements.
• Prepare various system related reports and analysis for presentation to the Director.
• Other duties as assigned.

Knowledge and Skills-

• Knowledge of methods and best practices in warehouse and distribution, centralized shipping, receiving, inventory control, dispatching and warehousing.
• Knowledge of computerized inventory programs to monitor and control inventory and general office programs to prepare reports and other correspondence.
• Knowledge of Workplace Hazardous Materials Information System (WHMIS), legislation, to oversee warehouse operations and supplies including chemicals, solvents or reagents.
• Knowledge of Transportation of Dangerous Goods legislation to coordinate the receipt and shipment of clinical specimens.
• Knowledge of the Occupational Health and Safety Act and regulations.
• Knowledge relating to Mail / Courier and Messenger services, budget administration, purchasing procedures and of Vendor of Record (VOR) requirements.
• Knowledge of the roles, functions and services of the Mail / Courier operation; post office methods and Canada Post regulations.
• Knowledge of Microsoft 365 environment and PC applications including MS office Word and Excel to revise/create Standard Operating Procedures (SOPs) and generate standard reports, document management systems to support and assist with revision/generation of SOP and Quality Assurance forms as required.
• Skills in the use of manual and mechanical mail-processing and related systems and equipment (e.g. Postal equipment for sealing and affixing postage, mail opening machine, computer systems for courier mail routing, folding and inserting equipment for mass mailings), post office methods and regulations to process a high volume of outgoing mail.
• Written and oral communication, consultation and presentation skills are required to communicate with internal and external clients and staff.
• Interpersonal and diplomacy skills to provide advice and consultation to staff and external stakeholders and develop/maintain positive and productive working/business relationships.

Education and Experience-

• High School Diploma (Post-secondary education in Logistics & Supply Chain or related field, preferred).
• Two (2) years’ experience in the oversight of a Logistics warehouse and distribution centre.
• Valid Driver’s License and Lift Truck’s License.
• Certified in Planning and Inventory Management (CPIM), Supply Chain Management Professional (SCMP), or Professional Logistician (P. Log Designation), preferred.

Attributes and Competencies-

• Ability to provide support and coaching to other team members, assigns tasks, resolves issues and reviews work quality and provides input for their performance management.
• Ability to collaborate and recommend for approval on hiring, disciplinary and termination decisions.
• Ability to work collaboratively and independently to make decisions that affect day-to-day operational needs of assigned area of responsibility and escalates as necessary to management.
• Ability to mobilize resources, prioritizes work, assigns overtime when necessary to ensure operational deadlines are met.

Please note: applications will be received no later than 11:59pm on the date preceding the closing date as indicated on the Job Requisition.

Note: Internal candidates will be considered first.

While we thank all applicants for their interest, only those selected to move forward in the recruitment process will be contacted.  Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.

PHO is committed to ensuring equity in employment. Our goal is to create a diverse, inclusive workforce that reflects the communities we serve and to ensure our services and communications are accessible to all individuals. Any candidate who requires a job posting in an alternative format may email a request to [email protected]. Once an applicant has been selected for an interview, they can inform PHO about any accommodations they may require at any stage of the interview process.