Job: Senior Project Manager (Mail and Shipping)

Location: Washington, DC 
Deadline: Wednesday, 16 October 2013 

Description

Background / General description:

The Mail and Shipping unit (GSDMS) under the General Services Department supports approximately nine thousand staff in the World Bank Washington DC offices and three thousand additional staff in approximately 160 country offices and other locations around the world.

GSDMS is responsible for the implementation of the following outsourced contracts for domestic and international logistics services:

1. Mail Services: Timely and cost effective delivery of incoming and outgoing: mail, courier, diplomatic pouch shipments; incoming and outgoing freight shipments, as well as incoming and outgoing city messenger services.

2. Receiving and Warehouse: Overall responsibility to ensure adequate safeguards and processes are being followed in Bio, chemical and explosive screening of the World Bank mail and cargo operation. Management of an off-site warehouse for the receipt and documentation of received goods in accordance with the Bank's Asset Management system. Ongoing management of truck traffic authorizations to all Washington, DC Bank buildings is another component of the receiving responsibilities.

3. Shipping Services: International household goods shipping for Bank staff joining and/or leaving the Bank and starting new field assignments. This includes managing service providers to assure the best combination of timely and cost effective services are provided. Providers must generate high quality moving processes that optimize surveyed customer satisfaction.

GSDMS is responsible for the development of requirements for vendor contracts, overseeing the bidder selection process, and managing contract compliance. Also included is the administration of performance plans and monitoring of services level agreements.

GSDMS has a staff of 5 which includes three project managers responsible for the day-to-day performance of their respective contracts. The unit reports to the Senior Manager, Support Services.

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year renewable term appointment

Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.

Duties and Accountabilities:

GSD is seeking a Mail and Shipping Supervisor to work as an internal resource to support the work-program.

1. Direct and coordinate all unit activities, including service delivery, customer service, invoice payments and cost recovery processes.

2. Formulate and implement strategic objectives and overall work program direction in conjunction with the Senior Manager, Support Services. Participation in the goal development of the Strategic Performance Contract and take necessary actions toward achievement of these goals.

3. Provide input during department budget development and review phases, giving rational for new initiatives including cost-benefits analysis. Responsible for base unit's business planning and accountable for budgeting expenditures.

4. Meet regularly with team leaders of resource management group to review ongoing budget, data, accounting and reconciling issues.

5. Chair meetings and quarterly reviews of contract performance with contractor(s).

6. Resolve contract disputes and / or claims having financial or operational impact on business process or service delivery and refer major issues to the Senior Manager, Support Services and procurement's Contract Officer.

7. Develop technical specifications and statement of work for incorporation in Request for Proposal (RFP). Serve as the project manager for bid evaluations during procurement processes, and/or in the review or amendments of contract documents.

8. Supervise and coach unit staff to maintain or develop individual skills based on business needs. Direct staff works to ensure effective and proactive client responsiveness.

Selection Criteria:

Selection Criteria and Competencies

• Relevant advanced degree or certification in mail and logistics, or equivalent combination of education and experience that demonstrates extensive industry knowledge.
• Minimum of 8 years of relevant experience in negotiating and managing contracts specifically in logistics and mail operations.
• Experience in developing good vendor relationships with the highest standards of integrity.
• Demonstrated ability and experience in analyzing data with the ability to draw accurate conclusions about emerging trends and issues, and to apply appropriate problem solving strategies.
• Experience in developing and maintaining systematic documentation to generate reports related to contract management which facilitates decision making, internal and external audits.
• Project Management - Understands and utilizes the basic concepts of project management, as they relate to the implementation of a project
• Client Orientation - Maintains client relationships in the face of conflicting demands or directions and provides evidence-based advice and solutions based on sound diagnosis and knowledge.
• Teamwork (Collaboration) and Inclusion - Shows leadership in ensuring the team stays organized and focused, and actively seeks and considers diverse ideas and approaches.
• Knowledge, Learning and Communication - Leads in the sharing of best practice, trends, knowledge and lessons learned across units and with clients and partners, articulating ideas verbally and in writing in a clear and compelling way across audiences of varied levels.
• Business Judgment and Analytical Decision Making - Gathers inputs, assesses risk, considers impact and articulates benefits of decisions for internal and external stakeholders over the long term.
• Tasks and Workflow Management - Has excellent workflow management and task organization skills; able to take responsibility for all aspects of coordination of the workflow of assigned responsibilities.
• Customer Service - Has ability to establish 'partner' relationship with the client and serve as resource expert on full range of products and services, advising on most complex jobs and identifying and resolving difficult problems and issues that affect clients
• Promotion of Services - Has in-depth understanding and solid practical experience in serving and advising clients on complex internal products and services, service delivery capabilities and resources in relevant subject matter area
• M & S Management - Has ability to develop and implement mail and shipping management strategies for complex office buildings and facilities, and to effectively manage staff resources. 
  The World Bank Group is committed to achieving diversity in terms of gender, nationality, culture and educational background. Individuals with disabilities are equally encouraged to apply. All applications will be treated in the strictest confidence.

More Info and Application