Did You Know ?
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TERMS AND CONDITIONS
ABOUT WFP
Assisting 91.4 million people in around 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies, and working with communities to improve nutrition and build resilience. On any given day, WFP has 5,000 trucks, 20 ships, and 92 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid, and special operations.
WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programs that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.
ORGANIZATIONAL CONTEXT
This job is based in Jijiga Area Office. Job holders report to the Logistics Officer and the overall supervision of the Supply Chain Officer or the designate.
At this level, job holders are expected to take responsibility for the completion of a range of processes and activities requiring some interpretation of standard guidelines/practices for all assistance modalities for both WFP and logistics common services. Job holders can recommend a course of action to staff at various levels and may allocate tasks to other support staff.
JOB PURPOSE
To manage the logistics financial data process in the corporate legacy systems and ensure the validity, accuracy, and integrity of the data before the entry is performed. To produce organized, accurate and well-documented records with well-analyzed data and following WFP established guidelines and procedures. To establish effective communications with the internal and external clients and to respond to their queries constantly and with constructive feedback. To implement well-defined standard logistics/supply chain processes and activities to enable effective delivery of goods and services for all delivery modalities.
KEY ACCOUNTABILITIES (not all-inclusive)
Under the direct supervision of the logistics officer, and the overall supervision of the supply chain officer, and in coordination with other Logistics staff, shall perform the following duties:
1. Provide support to logistics operations and activities, following standard processes and facilitating, directly or indirectly, the effective delivery of food assistance to beneficiaries.
2. Support timely ordering and delivery of commodities and supplies to authorized partners and destinations.
3. Support management of logistics vendors’ contracting activities including performance monitoring and measurement.
4. Respond to a variety of technical queries/requests for support, following standard processes, and obtaining guidance as required, to ensure timely and accurate resolution of all inquiries with a high standard of a client service mindset.
5. Contribute to budget preparation, monitoring, and revision for all delivery modalities, ensuring adherence to relevant procedures and compliance with corporate standards.
6. Assist in monitoring inventory management processes to track trends and account for the inventory status from source to the beneficiary.
7. Assist in the management of commodity accounting data quality and integrity.
8. Support operational pipeline analyses, assessments, and operational planning for all delivery modalities.
9. Process documentation for the execution of logistics operations (e.g. customs clearance, invoice verification), take appropriate actions to resolve operational issues escalating various issues to the supervisor.
10. Collect and compile data, produce and/or contribute to reports (e.g. CCTI, SPRs, financial closure, physical inventory, transport performance) and ensure information accuracy in corporate systems in support of informed decision-making.
11. Liaise with an internal and limited number of external stakeholders to support efficient logistics operations management.
12. Guide other support staff, to assist them in completing standard tasks to agreed standards and deadlines.
13. To ensure that the invoice process tracker (ITS) is updated constantly with daily flows of invoices receipts from the service providers.
14. To ensure that all transport payments have been processed through the ITS and LESS tool and using the LTI criteria.
15. Ensure the logistics services invoices are coincide with the WFP contractual obligations terms, the WINGS documents have been properly released, and all the supporting documents have been availed before submission to the finance unit.
16. Perform daily reconciliation exercises of all records and transactions performed to ensure the data validation, integrity, and accuracy and to resolve any discrepancy among the multiple sources of information with a proper analytical approach.
17. Make sure the logistics services invoices are being processed within the established time frame and follow up with Finance unit on the final disbursement.
18. Provide regular reminders to service providers on invoices not yet submitted to the WFP office despite the services rendered.
19. To establish effective communications with the internal counterparts and the external service providers and ensure timely response for their information needs.
20. To provide guidance and training to the logistics support staff as necessary and identify any additional developmental needs that improve the logistics financial process.
21. Maintain proper filing systems and archiving of documents so that they may be retrieved promptly and efficiently when required.
22. To ensure the new accounting policies (accrual accounting basis) are implemented properly in the logistics financial transactions.
23. Perform any other duties as required.
STANDARD MINIMUM QUALIFICATIONS
Education: Bachelor’s degree in Logistics and Supply Chain Management, Transport Economics, Business Management, or another related field.
Experience: A Minimum of 5 years of experience in Supply Chain, Logistics operations, or related fields. Experience in an international organization or UN is desirable.
Expected results:
- Accurate and well-organized payment documents before submission to the finance unit for the final disbursement.
- Timely payments are disbursed to the services providers and timely responses to their queries.
- The invoice tracker sheets are constantly updated to control the routing of the invoice’s documents.
- Constructive feedback to WFP services provides on queries related to payment.
- Language: Fluency in both oral and written communication in English and Amharic. Knowledge of other local languages is an added advantage.
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how our own unit’s responsibilities will serve WFP’s mission.
People
- Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in the same area of work.
- Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information regularly with a supervisor.
Performance
- Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
- Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
- Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
- Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or dangerous situations in the field.
Partnership
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
- Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling the team’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
FUNCTIONAL CAPABILITIES
- Capability Name Description of the behavior expected for the proficiency level
- Supply Chain Management and Optimization Displays aptitude at monitoring and reporting on supply chain operations to enable teams to efficiently assess the performance and sustainability of current networks.
- Planning, Project & Resource Management Supports the planning, forecasting & resource management efforts of own team by collecting data from diverse sources.
Information Management & Reporting
- Collates accurate and timely information and data to enable informed decision-making on reporting within the individual unit and consequently the greater humanitarian community.
- Market Analysis, Contracting, and Operational Execution Ability to collect and collate necessary information to enable WFP to make informed operational decisions.
- Warehouse and Inventory Management Demonstrates ability to implement operational warehouse procedures and normative guidance to manage WFP’s warehouse, handle inventory effectively through corporate systems, and ensure loss mitigation.
- Technical Assistance and Coordination Demonstrates awareness of the importance of technical assistance and coordination with key stakeholders and an ability to carry out logistics activities, respecting individual mandates and program priorities.
Other Recent Jobs
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UNICEF Job Vacancies in Addis Ababa – Logistics Officer
World Food Program(WFP) Jobs in Bahir Dar, Ethiopia – Finance and Administration Associate
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
• Experience using corporate systems to monitor ongoing shipments, pipeline information, insurance claims, and food stock.
• Experience analyzing data (on commodities, funds, etc.) and drafting reports.
• Experience in measuring service providers’ performance against set KPIs.
• Experience in assisting the preparation of contract documentation.
• Experience in providing technical business support in corporate systems.