| Job title | Logistics and Procurement Officer |
| Group | Operations – Procurement |
| Location | This post is based in Ho Chi Minh City. |
| Hours of work | 37.5 hours per week, extra hours may be required. |
| Tenure | Contracted for 1 year, including a 2-month probation period. |
| Reporting to | Head of Procurement and Logistics |
| Vacancy reference | JDHCM-0326-007 |
| Background | The Oxford University Clinical Research Unit (OUCRU) is a large-scale clinical and public health research unit, with sites offices in Ho Chi Minh City and Hanoi in Vietnam, Jakarta in Indonesia and Kathmandu in Nepal. In Vietnam, we are hosted by the Hospital of Tropical Diseases (HTD) in Ho Chi Minh City, and the National Hospital for Tropical Diseases (NHTD) in Hanoi. OUCRU Nepal closely collaborates with the National Academy of Medical Sciences in Kathmandu, and OUCRU Indonesia exists in partnership with the University of Indonesia. As a Wellcome Trust Africa Asia Programme, we have received considerable support from the Wellcome Trust since our establishment in 1991. OUCRU’s vision is to have local, regional and global impact on health by leading a locally driven research programme on infectious diseases in Southeast Asia. Priority is given to health issues important to the hospitals where we work, and to the countries as a whole where we operate: Vietnam, Indonesia and Nepal. All work is intended not only to benefit the patients seen daily at our host hospitals, but also to help improve patient care. Please see more information on OUCRU website: www.oucru.org |
| Job summary | The post-holder is responsible for coordinating and managing the import and export processes of goods, ensuring compliance with applicable regulations. This role plays a critical part in securing timely customs clearance, minimizing risks, and ensuring cost-effective and compliant movement of goods/material/equipment/biological samples across international borders. The post-holder is expected to share with other members of the Procurement team to be responsible for all purchases of OUCRU as requested by other departments |
| Key responsibilities and tasks | Import & Export Operations – Provide guidance on the procedures for importing research and medical goods – Coordinate and execute import and export activities, including customs clearance, shipping documentation, and freight forwarding. – Prepare, review, and manage all necessary documentation (e.g., invoices, packing lists, bills of lading, certificates of origin, permits, Classification of medical equipment and supplies etc.) to ensure compliance with local and international regulations. – Submit the customs declaration and complete customs clearance procedures, then arrange for the collection and secure transportation of the goods to the organization’s premises – Liaise with customs brokers, freight forwarders, and government authorities to resolve clearance issues and ensure smooth movement of goods. – Monitor shipment status, update stakeholders, and proactively address delays or risks. Compliance & Coordination & Government Liaison – Ensure all import/export transactions comply with local laws, international trade regulations, donor/funder requirements, and internal policies. – Work directly with relevant government authorities and departments to process duty exemption applications, tax refund claims and aid consignments. – Stay updated on regulatory changes – Prepare periodic aid goods reports to be submitted to the Project Management Board for reporting to the competent authorities – Collaborate with other groups/departments/hospitals/research partners to plan and schedule shipments, prepare necessary document for import/export according to project timelines and budget. – Negotiate and coordinate with freight forwarders, shipping lines, and couriers for optimal cost, service, and reliability. Procurement – Prepare, review, negotiate contracts (Commercial contract, service contract, principle/frame contract) – Proceed purchase requisition (PR) and purchase order (PO) to get right materials, goods and supplies in house timely – Interact with the suppliers on a day to day basis – Research, source, evaluate and select potential suppliers – Request for quotes and compare prices and terms for best value for money – Create and maintain good relationships with vendors and suppliers – Work with team and research groups to evaluate vendor – Follow up outstanding order and deliveries – Collaborate with financial team on compliance, invoicing, and other financial matters – Collaborate with warehouse team to receive right products timely align with policy – Collaborate with end-users, research groups, other teams to ensure the best Procurement as demand – The tasks will require to accomplish with Integrity, service and result-oriented, proactive, paying attention to detail, organizational skills and team spirit – Prepare supporting document and transfer to finance for payment – Support asset management – Provide additional ad-hoc support on line manager request |
| Selection criteria | Essential – Education: Bachelor degree in relevant fields (Logistics, Procurement, business, supply chain, commercial…) – Experience of similar job before – Experience in import/export, customs clearance, or international logistics (especially health care and research products) – Strong knowledge of international trade regulations, INCOTERMS, customs procedures, and government liaison processes (e.g., duty exemption, tax refund, aid consignments). – Experience in handling import/export documentation and working with customs brokers/freight forwarders. – Experience of getting quote, processing and following up PO – Knowledge or experience of vendor sourcing practices (researching, evaluating and liaising with vendors) – Proficiency in MS Office (Excel, Word, Outlook, Internet and Email) and logistics management software Desired – Experience of any procurement-finance software (D365, Odoo, Oracle, SAP…) – Good at English (written and spoken) – Knowledge or experience of import/export and purchasing for laboratory or health and clinical research sector – Knowledge or experience of contract terms and negotiation |
| Benefits | – Contracted salary: * Grade: RS3/IC3 * Salary ranges: $1,204 – $1,472 gross per month – Optional insurance: In-patient and out-patient medical coverage; – Personal accident insurance coverage – Two months salary for annual bonus and clothes Annual leave 18 days/year for the first year, a maximum of 30 days – Other responsibilities and benefits are based on Viet Nam Labor Law. |
| How to apply | Interested candidates are invited to send curriculum vitae, application and copies of relevant certificates, by email to: Oxford University Clinical Research Unit Laboratory of Clinical Science Hospital for Tropical Diseases 764 Vo Van Kiet, Cho Quan Ward, HCMC Email: hr@oucru.org *** We thank all candidates for their interest but only short-listed applicants will be notified for interview. |
| Contact person | Nguyen Thi Hong Phuc |
| Deadline for submission | 28 March 2026 |