Shipping Assistant -SC5- 2018/22

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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.

Female applicants and qualified applicants encouraged to apply

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.

ORGANIZATIONAL CONTEXT

Job holders at this level are responsible for completion of a range of processes and activities requiring interpretation of standard guidelines/practices, and/or escalate more complex issues to the supervisor, if required. Job holders are able to recommend straightforward courses of action to staff, and may allocate tasks and support other staff.

TERMS AND CONDITIONS

• The applicant should either be a Yemeni national or have a valid Yemeni Residence/work permit at the time of application.
• Only candidates who are short-listed will be contacted
• Applications must be submitted online (English language only)

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Language: Fluent (level C) English and Arabic in both oral and written communication

Experience: Four or more years in shipping and logistics (food stock)

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Experience in the area of shipping, logistics or procurement.
• Experience in analysing data and drafting reports.
• Experience using and maintaining supply chain databases to monitor ongoing contracts, shipments, payments, pipeline information, insurance claims, and/or food stocks against set KPIs.
• Experience in providing technical business support in corporate systems.
• Experience in coordinating with COs and other supply chain actors to support ocean transport contracting and operations.

JOB PURPOSE

To perform administrative processes and activities that contribute to the successful, efficient running of WFP shipping operations.

KEY ACCOUNTABILITIES

1. Perform standardised processes and activities in order to support effective, efficient shipment planning and execution.
2. Monitor shipments within a geographical area at load and discharge ports, and regularly update corporate systems, in order to record shipment progress, and identify and escalate any issues.
3. Raise Purchase Orders and/or verify invoices, following WFP financial processes and procedures, and updating and/or ensuring the corporate systems are updated at all stages, in order to support the planning and settlement of shipments.
4. Research, collate and present information in standard formats, (e.g. corporate reports, internal performance reviews, supplier reviews), to enable informed decision-making by Shipping Officers, and consistency of information presented to stakeholders.
5. Update and maintain relevant databases and records, ensuring that relevant information (regarding contracts, shipments, payments, pipeline, etc.) is accurate, organised, available for others to access, and supports reporting requirements.
6. Support risk mitigation activities by checking and verifying shipment data and/or documents, identifying and highlighting any issues to a Shipping Associate or Shipping Officer.
7. Respond to a variety of queries and requests for support, following standard processes, and obtaining guidance as required, to ensure timely and accurate resolution of all enquiries.
8. Work with internal counterparts to support the alignment of shipping activities with wider programmes and effective and coherent Supply Chain arrangements.
9. Provide technical inputs to process reviews and improvements in methods and practices used within shipping, in order to maximise the efficiency and effectiveness of the service.
10. Provide support and/or guidance to other staff, in order to assist them in completing standard tasks to agreed standards and deadlines.
11. Follow standard emergency preparedness practices to support WFP to quickly respond and deploy food and needed resources to affected areas at the onset of a crisis.

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

DEADLINE FOR APPLICATIONS

 08 October 2018