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Key Responsibilities and Required Skills for a Vaccine Logistics Specialist

💰 $65,000 - $95,000

LogisticsSupply ChainHealthcarePharmaceuticals

🎯 Role Definition

As a Vaccine Logistics Specialist, you will be the backbone of our mission to deliver life-saving vaccines to communities safely and efficiently. You are not just moving boxes; you are the guardian of a fragile, temperature-sensitive supply chain that has a direct impact on public health. This role requires a master of coordination, a stickler for compliance, and a proactive problem-solver who thrives under pressure. You will orchestrate the intricate dance of international and domestic shipments, manage critical inventory, and ensure every single dose is handled with the utmost care, from our manufacturing facility to the final point of administration. You will collaborate with a diverse team of supply chain professionals, quality assurance experts, and external partners to troubleshoot challenges and continuously improve our distribution network.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Logistics Coordinator (Pharma/Healthcare)
  • Supply Chain Analyst
  • Warehouse Supervisor (Cold Chain/Pharma)
  • Freight Forwarder Specialist

Advancement To:

  • Senior Logistics Manager
  • Cold Chain Program Manager
  • Supply Chain Manager
  • Distribution and Logistics Director

Lateral Moves:

  • Supply Chain Planner
  • Procurement Specialist (Healthcare)
  • Quality Assurance Specialist (Logistics)
  • Trade Compliance Specialist

Core Responsibilities

Primary Functions

  • Oversee the end-to-end logistics and distribution of vaccine products, ensuring uninterrupted cold chain integrity from the manufacturing site to the final destination.
  • Manage and coordinate with third-party logistics (3PL) providers, freight forwarders, and carriers to ensure timely pickup, transit, and delivery of temperature-sensitive shipments.
  • Proactively monitor all active shipments using real-time data loggers and transportation management systems (TMS) to identify and mitigate potential delays or temperature excursions.
  • Initiate and lead investigations into any temperature deviations or logistics incidents, documenting findings and implementing corrective and preventive actions (CAPAs) to prevent recurrence.
  • Ensure strict compliance with all relevant domestic and international regulations, including Good Distribution Practices (GDP), Good Manufacturing Practices (GMP), IATA, and customs requirements.
  • Prepare, review, and manage all necessary shipping documentation, such as commercial invoices, packing lists, airway bills, and certificates of origin, ensuring 100% accuracy.
  • Manage inventory levels at various distribution hubs and storage facilities, conducting regular reconciliations and coordinating replenishment strategies to prevent stock-outs or obsolescence.
  • Develop, author, and maintain Standard Operating Procedures (SOPs) for vaccine shipping, receiving, storage, and handling processes.
  • Plan and execute the qualification and validation of new shipping lanes, packaging solutions, and temperature-monitoring devices to enhance supply chain resilience.
  • Serve as the primary point of contact for all logistics-related inquiries from internal stakeholders (e.g., Quality Assurance, Commercial, Clinical) and external partners.
  • Analyze transportation costs, carrier performance, and lane data to identify opportunities for cost savings and operational efficiency improvements.
  • Coordinate with customs brokers to facilitate smooth and timely clearance of international vaccine shipments, resolving any customs-related issues that may arise.
  • Manage the procurement and inventory of specialized cold chain packaging materials, including qualified shippers, phase-change materials (PCMs), and temperature loggers.
  • Participate in and support regulatory inspections and internal audits by providing necessary documentation and explaining logistics processes.
  • Conduct regular business reviews with key logistics partners to assess performance against service level agreements (SLAs) and key performance indicators (KPIs).
  • Collaborate with the demand planning team to translate forecasts into actionable distribution plans and shipment schedules.
  • Onboard and train new logistics partners on the specific handling requirements for our vaccine products.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to inform strategic logistics decisions and network design.
  • Contribute to the organization's broader supply chain and data strategy roadmap by providing logistics-specific insights.
  • Collaborate with business units, including clinical operations and commercial teams, to translate their unique distribution needs into robust logistics and engineering requirements.
  • Participate in sprint planning and agile ceremonies within the broader supply chain team to drive continuous improvement projects.
  • Assist in the financial reconciliation of freight invoices, auditing charges for accuracy against contracted rates.
  • Stay current with emerging technologies and trends in cold chain logistics, pharmaceutical distribution, and supply chain visibility.

Required Skills & Competencies

Hard Skills (Technical)

  • Cold Chain Management: Deep understanding of active and passive temperature control systems, thermal packaging, and data logger technology.
  • Regulatory Knowledge (GDP/GMP): Proficient in Good Distribution Practices (GDP) and other global pharmaceutical logistics regulations.
  • Logistics & Transportation Management: Expertise in managing freight forwarders, carriers, and 3PLs across multiple modes of transport (air, sea, ground).
  • ERP/WMS Systems: Hands-on experience with enterprise resource planning (e.g., SAP, Oracle) and warehouse management systems for inventory control.
  • International Trade & Customs: Knowledge of international shipping documentation, customs clearance procedures, and trade compliance.
  • Data Analysis & Reporting: Proficiency in Microsoft Excel (VLOOKUP, Pivot Tables) and experience with data visualization tools (e.g., Power BI, Tableau) for analyzing KPIs.

Soft Skills

  • Meticulous Attention to Detail: Ability to ensure accuracy in documentation and process execution, where small errors can have significant consequences.
  • Proactive Problem-Solving: A knack for anticipating potential issues, troubleshooting in real-time, and implementing effective solutions under pressure.
  • Exceptional Communication: Clear, concise, and professional communication skills to coordinate effectively with diverse internal and external stakeholders.
  • Vendor & Partner Management: Strong ability to build relationships, negotiate, and manage the performance of logistics service providers.
  • Adaptability & Composure: The capacity to remain calm and focused while managing urgent shipments and resolving unexpected supply chain disruptions.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor’s Degree in a relevant field.

Preferred Education:

  • Master’s Degree or professional certification such as APICS Certified Supply Chain Professional (CSCP) or Certified in Logistics, Transportation and Distribution (CLTD).

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics & Transportation
  • Business Administration
  • Industrial Engineering
  • Public Health

Experience Requirements

Typical Experience Range:

  • 3-5 years of direct experience in logistics or supply chain management, specifically within the pharmaceutical, biotech, or medical device industry.

Preferred:

  • 5+ years of dedicated experience in managing global, temperature-controlled logistics for biologics, vaccines, or cell and gene therapy products. Proven experience in managing complex international shipments and qualifying cold chain solutions.
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