Logistics Assistant (Retailer Invoice Processing) at the United Nations World Food Programme (WFP)

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to end global hunger. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

We are recruiting to fill the vacant position below:

Job Title: Logistics Assistant (Retailer Invoice Processing) - SSA 5

Ref No: 55146
Location: Damaturu

Organizational Context

• This job is found in Headquarters (HQ), Regional Bureaux (RBs) and Country Offices (COs) and Area/Field Offices. Job holders report to Logistics Officer, a Head of Unit, or the designate. At this level, job holders are expected to take responsibility for 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 are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.

Job Purpose

• 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)
Ensure timely retailer invoice processing for the SCOPE e-voucher CBT, undertaking the following standard processes:

• Checking & forwarding to Finance unit all invoices received from Sub Offices.
• SES created by Sub Office.
• Proforma Invoices signed by the required parties.
• GRN stamps in each invoice.
• Invoices tracked in Invoice Tracking System (ITS)
• Invoices verified and approved in SCOPE
• Record all invoices in the tracking register
• Process & properly file the dispute pro-forma invoices & NFRs, in accordance with the approved Reconciliation and Payment SOP.
• Reconcile the distribution with SCOPE and forward to Finance, who are responsible for the Bank Reconciliation, Report and bring discrepancies immediately to the attention of the Cash Team Leader.
• Assist in the implementation of Supply Chain risk mitigation actions in the approved Risk Matrix as required;
• Attend to Retailer Complaints related to payments
• Feedback issued to the retailer within 24hrs of receiving the complaint.
• Filing the signed complaint form once issue is resolved.
• Monitor POCB consumption in WINGS / updating the tracking tool daily.
• Monitor all the active interventions every FRIDAY MORNING to ensure that settlements have been created. Update Procurement unit on the status of the ‘Downloaded Invoices’.
• Monitor the weekly invoice tracking system and follow up with Finance to ensure that all invoices are reimbursed on time.
• Monitoring the ITS and following up with sub offices to ensure that all ACTIVE and MOVING invoices are processed on time.
• Ensuring that invoices in SCOPE are verified and approved for all interventions under your jurisdiction.
• Any other responsibilities assigned.

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 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 same area of work.
• Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with 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 in 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 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
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 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 in order 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 programme priorities.

Standard Minimum Qualifications

• Education: University Degree/Diploma in Public or Business Administration, Logistics, Finance, Statistics, Social Sciences or related fields.
• Desired experience: At least 5 years of practical commercial/professional experience in one or more of the transportation and ancillary sectors: port operations, shipping, clearing and forwarding, air operations, large scale road/rail transport, distribution management and logistics finance management.
• Language: Fluency in English (written and spoken).
• MS Office: Good working knowledge of MS Office particularly Excel and Word

Other Specific Job Requirements:

• This section is optional to describe additional responsibilities & knowledge required for the specific job

Desired Experience for Entry into the Role:

• Experience using corporate systems to monitor ongoing shipments, pipeline information, insurance claims, and food stock.
• Experience analysing 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.

Terms and Conditions:

• Qualified female candidates are encouraged to apply.

Application Closing Date
11th June, 2017.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Note: Only shortlisted candidates will be contacted at each stage.