Logistics Assistant (Invoice Processing/Procurement) FT, G5, Adama- Re-advertised

ABOUT WFP

The World Food Programme (WFP) is United Nations frontline agency in the fight against hunger, WFP is continually responding to emergencies. We save lives by getting food to the hungry fast. But WFP also works to help prevent hunger in the future. We do this through programmes that use food as a means to build assets, spread knowledge and nurture stronger, more dynamic communities. This helps com- munities become more food secure. On average, WFP aims to bring food assistance to more than 80 million people in 80 countries.

WFP Ethiopia is working with the Government and 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 programmes 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 position is located in WFP Ethiopia country office based in Adama sub office, under the direct supervision of the Logistics Officer and the overall supervision of the Head of Sub Office, 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)

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. Invoice registration on submission
3. Verify the submitted Transporter Invoices and assure all the documents are query free and advise the transporter to correct any document that has an error before processing.
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 enquiries with a high standard of client service mind-set.
5. Communicate the responsible office to confirm the unconfirmed IBDs to post the Good Receipts in order to process the transport invoices.
6. Post the Good Receipt against IBDs under the responsibility of the office.
7. Timely communicate any fund deficit in order to increase the FR value.
8. Run the SES (Service Entry Sheet) as well as the Support to Payment and send to CO for approval and Payment process from finance Unit.
9. Receive service provider invoices according to established periods and cross check with system warehouses work orders according to set work standard.
10. Cross check all porters supporting payments are registered in LESS with group correct identification and rates, for future process and report.
11. If instructed by the supervisor to prepare and send on daily basis report to LTSH unit on invoice submitted and processed.
12. Participate as a part of team on monthly physical inventory count exercise.
13. Prepare quarterly logistics cash forecast
14. Ensure/Follow up for each STO status or dispatch status as per the FRN/CP QTY, close the STO at the completion of dispatch after the transporter submitted the corresponding INVOICES.
15. Assist or respond to any queries that arise from SO and CO related with LTSH issues.
16. Provide guidance to other support staff, in order to assist them in completing standard tasks to agreed standards and deadlines.
17. Perform other related activities as required.

DESIRED EXPERIENCES 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.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area.
 
Experience: Five or more years of progressively responsible work experience in the related business stream with experience in logistics/supply chain, finance and procurement areas.

LANGUAGE

Fluency in both oral and written communication in English and Amharic. Knowledge of the local language used at the duty station will be an asset.

DEADLINE FOR APPLICATIONS

30 March 2018

Applications recieved after the above deadline will not be considered.