Business Support Assistant -Logistics - Commodity Accounting SC4

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WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

ABOUT WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide.  The mission of WFP is to help the world achieve Zero Hunger in our lifetimes.  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.

STANDARD MINIMUM QUALIFICATIONS

Education: Diploma in Supply Chain, Bussiness Adminstration, Managemnet information Sytem, or any other related field and  knowledge in food management and computer literacy.

KEY ACCOUNTABILITIES (not all-inclusive)

• Assist in the Performance of daily data analysis between physical and LESS stock data
• Physically check commodity package BBU dates against system and report for further action
• Support Commodity Accountant in reconciliation of system batches to match with physical stocks and warehouses records, including stack cards and ledger books.
• Support Commodity Accountant in escalation of cases of stocks arriving in Malawi (Blantyre) with BBDs in the system that are different from the physical stocks.
• Assist in reconciling and follow up of monthly physical inventory differences at BTSO; guide the stock taking committee in conducting monthly physical stock take in Southern Region of Malawi WFP warehouses in accordance with the Stock Taking Committee Terms of Reference.
• Assist in the verification and reconciliation of commodity movements as input towards project status reports (SPR) quarterly.
• Participate in the reconciliation of LESS and COMET transactions and ensure accurate and matching postings for both data processing systems.
• Assist Commodity Accounting in regular monitoring of outstanding receipt confirmations and confirm the in the system.
• Assist in the review of records management for both warehouse and transport planning units to ensure compliance with the corporate requirements.

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

Support the Transport planning team with the following: -

• Preparation of monthly transport plans or Stock Transport Orders (STO) or Landside Transport Instructions (LTIs) as per approved distribution plans (DP) or food release notes (FRN).
• Preparation of loading plans or outbound deliveries (OBDs) in the Logistics Execution & Support System (LESS) to enable the warehouse load trucks accordingly.
• Creation and facilitation of approvals/release of Transport Purchase Orders (TPOs) in LESS before logistics service providers are given any work or before issuance of STO/LTIs and update TPO tracking report.
• Assist in the drafting of weekly commodity accounting report to Logistics Officer
• Perform any other related duties as assigned by the Logistics Officer.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to other staff.

Language:  Fluency  in English language and also the main local language.

TERMS AND CONDITIONS

Please attach the relevant certificates and other importatant documents to support your application.  All CVs without attached certifcates will not reviewed. 

DEADLINE FOR APPLICATIONS

Closing date for receiving applications is 5th October 2018.

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Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.