Customer Service Coordinator - Australia Fiji Health Program at Abt Global

Suva, Central, Fiji -

Full Time

Start Date

Immediate

Expiry Date

28 May, 26

Salary

0.0

Posted On

27 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Helpdesk Support, Troubleshooting, Onboarding Training, Catalogue Maintenance, Customer Service, Order Fulfillment, Logistics Management, Inventory Management, Stakeholder Engagement, Reporting, Conflict Resolution, Data Protection Compliance, Problem-Solving, Attention To Detail, Multitasking, Microsoft Office Suite

Industry

Business Consulting and Services

Description

Fiji Program Support Platform (FPSP) Long Term Role – commencing March and contracted to December 2027 with possible extension Reserved for Fiji Nationals only Based in Suva, Fiji Please apply online by submitting a cover letter addressing how you meet the selection criteria of this role and up-to-date comprehensive CV. FPSP Overview: The Fiji Program Support Platform (FPSP, or the ‘Platform’) is a Department of Foreign Affairs and Trade (DFAT) investment that contributes to the delivery of Fiji’s national development priorities, in line with the Australia’s International Development Policy, the Fiji-Australia Vuvale Partnership and the Development Partnership Plan. The Platform delivers key bilateral programs, such as health, education, scholarships, social infrastructure, governance, climate and emergency preparedness and response. Platform activities identify and address climate risks, promote climate action, and gender equality, disability and social inclusion (GEDSI) across and beyond the sector programs. The Platform has three functional Outcomes: The Platform has delivered its sector program outcomes, including through supporting strategic coherence, planning, partnerships management, data and learning across the portfolio of investments. The Platform has prioritised gender equality, disability-inclusive development, and climate and disaster resilience, in its systems and practices. This includes in how it undertakes sector programming and its engagement with selected Government of Fiji (GoF) agencies. The Platform administers timely and efficient programming that is: value for money; maximises use of local supply chains; and supports good governance, and public diplomacy, effective decision making and risk management. AFHP Overview: The Fiji Program Support Platform (the Platform) implements over fifty percent of Australia’s bilateral development support to Fiji across a range of sector programs in education, health, Australia Awards, disaster response, cyclone recovery, social infrastructure and technical assistance to improve public sector governance in Fiji. The Platform integrates cross-cutting themes, including gender equality, disability and social inclusion (GEDSI), climate and disaster resilience, across sectoral programs. In particular, the Platform seeks to strengthen program outcomes by better addressing the needs of targeted beneficiaries including those who are often marginalised. The Australian Government is supporting Fiji’s health sector through the Australia Fiji Health Program (AFHP, the Program) working with the Ministry of Health and Medical Services (MHMS). The program’s high-level End of Program Outcomes (EOPOs) are: Improved systems are used by MHMS and health workers for evidence-based planning and resource allocation (workforce and budget), clinical care, digital health and medical supply chains; and Targeted healthcare facilities equitably deliver improved primary health services, with a focus on sexual and reproductive health and rights (SRHR) and non-communicable disease (NCD) services. The funding for the program is approximately AUD 45million over 9 years (5 years, with an option to extend a further 4 years) and delivered through a range of activities (interventions) to achieve the program’s objectives where implementation modalities include technical advice, procurement of technical services and goods, minor works and infrastructure upgrades, capacity building and training support, support to Ministry led initiatives and innovations, and grants to civil society organisations (CSOs). AFHP is designed to support the MHMS achieve the goals and objectives in its Strategic Plan and Annual Operational Plans, and AFHP’s workplans are targeted to support specific components of the Ministry’s plans. Recent natural disasters such as cyclones, and public health emergencies in Fiji including COVID-19 have highlighted major challenges for pandemic preparedness and response during epidemics and other health emergencies. In this context, around 10% of program funding will be allocated for MHMS to assign to emerging needs and priorities as they arise. Funding may be allocated toward preparedness and responses to public health emergencies, or related opportunities for reform and innovation. Position Summary: The Customer Service Coordinator plays a pivotal role in ensuring the seamless flow of medical supplies and equipment across the healthcare network. Acting as the primary liaison for healthcare providers, facilities, clinics, and internal teams, this position is responsible for the timely and accurate fulfillment of orders, prompt resolution of service-related issues, and adherence to regulatory and quality standards. The Coordinator maintains continuity of care and supports by managing logistics and facilitating clear communication around inventory levels and supply availability. The role also involves proactively identifying and addressing potential supply chain disruptions to minimize impact on healthcare delivery. Key Responsibilities: Helpdesk Support Manage helpdesk queries via phone, email, ticketing systems, and web portals. Ensure providing first- and second-line support for healthcare IT systems such on mSupply. Ensure timely troubleshooting of hardware and software issues across hospital and health facilities impacting the mSupply and the supply chain activities. Maintain accurate records of incidents, resolutions, and follow-up actions. Onboarding & Training Development: Provide onboarding training materials and service guides to streamline staff integration and system usage. Medical Supplies Catalogue Oversight: Ensure timely maintenance and update of the medical supplies catalogue to ensure accurate, accessible, and customer-friendly listings for the health facilities. Escalate unresolved issues to relevant technical teams and ensure timely closure Provide onboarding and training of staff on system usage and protocols. Monitor helpdesk performance metrics and report to contribute to service improvement initiatives. Ensure compliance with data protection, confidentiality, and IT security policies. Customer Service Support Manage and respond to enquiries from healthcare providers, donors, and partners on product availability, orders, and deliveries. Liaise with procurement, warehouse, and logistics teams to ensure timely and accurate order fulfillment. Track orders, manage backorders, substitutions, and recalls, and update stakeholders accordingly. Resolve customer complaints empathetically and escalate unresolved issues for closure. Maintain detailed records of transactions, service requests, and compliance documentation. Monitor inventory trends, flag shortages, and support inventory management Assist in onboarding and training healthcare clients and partners on supply chain systems and protocols. Analyze customer feedback and contribute to service improvement initiatives. Prepare monthly reports on supply chain KPIs, service performance, and complaint resolution metrics. Support any additional work assigned. Key deliverables: Supply Chain Support: Identifying alternative products during supply failures and shortages. Recall Management: Handling product recalls and ensuring affected facilities take necessary actions. Stakeholder Engagement: Acting as a bridge between healthcare providers and suppliers to ensure clinical needs are met. Standardization Advocacy: Supporting efforts to streamline product use across healthcare facilities. Clinical Research & Consultation: Conducting research and consulting with healthcare professionals to improve sourcing and contract outcomes. Customer Service: Ensure Ontime in Full Delivery of products from FPBS, provide update on out-of-stock situation on weekly basis to FPBS and to National Health Supply Chain Specialist. Ensure timely reporting of the Supply Chain KPI’s as agreed with the platform or FPBS. Ensure timely closure of queries as agreed with the platform or FPBS. Ensure timely submission of reports as agreed with the platform or FPBS. Ensure that the Online Medical Catalogue is timely updated and shared with the stakeholders. Key Working Relationships: Reporting to Director Fiji Pharmaceutical and Biomedical Supplies and collaborating with National Health Supply Chain Specialist (Platform). Working closely with: Ministry of Health and Medical Services (MHMS) Health Facilities. Australia Fiji Health Program (Platform) Selection Criteria: Qualification: Bachelor’s degree in management, business administration or equivalent. Prior trainings in customer relationship management or customer services will be an added advantage. Experience: 2-4 years of customer service experience in similar role. Experience with Customer Relationship Management tools and helpdesk support system. Experience with incident management and reporting systems. Experience with Customer feedback systems Excellent communication and problem-solving skills. Experience in working under pressure in a fast-paced critical environment. Knowledge and Skills: Strong verbal and written communication skills. Excellent problem-solving and conflict resolution abilities. Attention to detail and organizational skills. Ability to multitask in a fast-paced, high-stakes environment. Proficiency in Microsoft Office Suite (Excel, Outlook, Word). Personal Attributes: Empathy: Understands the urgency and emotional weight behind healthcare-related requests and responds with compassion. Adaptability: Thrives in dynamic environments where supply chain disruptions or urgent medical needs require quick pivots. Attention to Detail: Ensures accuracy in order processing, documentation, and communication critical in healthcare logistics. Resilience: Maintains composure under pressure, especially when dealing with time-sensitive or high-stakes situations. Proactive Mindset: Anticipates potential issues (e.g., stockouts, delays) and takes initiative to resolve them before they escalate. Strong Communication: Clearly conveys information to both clinical staff and internal teams, bridging gaps between departments. Team-Oriented: Collaborates effectively with procurement, warehouse, and clinical personnel to ensure seamless service. Integrity: Upholds confidentiality and compliance with healthcare regulations and policies. Customer-Centric Attitude: Prioritizes the needs of healthcare providers and patients, aiming to enhance service quality. Problem-Solving Skills: Navigates complex logistics challenges with creativity and resourcefulness. How to Apply: Applications close on 15 March 2026. Please apply online by submitting a cover letter addressing how you meet the selection criteria of this role and an up-to-date comprehensive CV. #LI-AUSBRIT #LI-JR1 Abt Associates is an Affirmative Action/Equal Opportunity employer committed to fostering a diverse workforce. Abt Associates provides market-competitive salaries and comprehensive employee benefits. Local candidates strongly encouraged to apply. Disclaimer: Abt Associates will never ask candidates for money in exchange for an offer of employment.

Responsibilities

This role ensures the seamless flow of medical supplies by acting as the primary liaison for healthcare providers, managing order fulfillment, and resolving service issues related to logistics and inventory. Key duties include managing helpdesk support for IT systems like mSupply, developing training materials, and maintaining the medical supplies catalogue.