Logistics Associate: Funds Management G6
Johannesburg (South Africa)
Logistics Associate: Funds Management
The United Nations World Food Programme (WFP) Regional Bureau for Southern Africa (RBJ), 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.
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.
In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their shattered lives. Present in nearly 80 countries, the organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to nutritious food and contribute to the lasting solutions, especially in many of the world’s most remote and fragile areas.
We manage an operating budget of approximately $5.9 billion each year, distributing 12.6 billion rations to those most in need. We reach an average of 80 million people with food assistance in around 80 countries each year.
For more on WFP and what we do, please go to http://www.wfp.org/videos/zero-hunger
Within the Supply Chain Unit, under the supervision of the National Logistics Officer (Funds Management), the job holder will perform the requires task as set out below.
At this level, job holders demonstrate responsibility and initiative to respond independently to queries with only general guidance for all assistance modalities for both WFP and logistics common services. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders typically manage a small team, supervising and coaching staff.
To provide a range of specialised support functions and/or supervise staff performing standard logistics/supply chain processes and activities to enable effective delivery of goods and services for all delivery modalities by supporting Bureau Supply Chain Funds management functions and deliver effective & efficient services as required.
KEY ACCOUNTABILITIES (not all-inclusive)
- Provide specialized support to Supply Chain funds management activities, following standard processes and contributing, directly or indirectly, to the effective delivery of food assistance to beneficiaries.
- Undertake 1st level Review of Country Office budget for all delivery modalities, ensuring adherence to relevant procedures and in compliance with corporate standards. Prepare & Monitor Supply Chain Budgets for the Regional Bureau Project / Activity(ies).
- Assist in downloading the Quarterly System Analysis on Project / Activity Funds for all Country Offices. Coordinate requisitioning from country offices, undertake 1st level review of country office analysis and ensure timely submission of the Quarterly Project / Activity Funds analysis to Head Quarters. Prepare Funds Analysis for any Regional Bureau Project / Activity(ies).
- Coordinate requisitioning of Transport Market & Contracting reports from country offices, perform 1st level Review and produce the relevant consolidated reports for the Contracts Committee in Head Quarters.
- Directly Manage and review the processing of Logistics Invoices, take appropriate actions to address issues and recommend improvements in processes.
- Support oversight for Funds Analysis, Training and technical support to country offices as required.
Assist the National Logistics Officer with oversight reports & compliance checks through SAP related to budgeting / expenditures.
Run overdue Food Transfer Costs Purchase Order Reports & ensure compliance by Country Offices.
Assist the National Logistics Officer with technical errors as reported by the country offices in respect to SAP, Matrices and Fund Analysis report. Resolve first level errors and escalate if required.
Assist with training on Funds management for Supply Chain Food Transfer Costs for Country Office staff.
7. Coordinate and liaise with internal and external stakeholders to support logistics funds management and strengthen partnerships / relationships with stakeholders.
8. Manage and supervise the Invoice processing staff providing technical advice, coaching, guidance and training, to ensure individual and team objectives are delivered to agreed standards and deadlines for all assistance modalities.
9. Participate in logistics emergency preparedness and response activities including Budget preparation and funding analysis to support WFP’s response in emergencies.
STANDARD MINIMUM QUALIFICATIONS AND WORK EXPERIENCE
- Education: Completion of secondary school education. A post-secondary certificate in the field related to finance / accounting.
- Language: Fluency (level C) in English language.
- Experience: At least five years of progressively responsible experience in management accounting with exposure to accounts analysis
OTHER SPECIFIC JOB REQUIREMENTS
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
Familiar with Logistics / Supply Chain processes, preparing and managing budgets, supervising staff, collaborating with internal and external stakeholders, as well as Creditors / Invoice processing.
DEADLINE FOR APPLICATIONS: 20 February 2019
Female applicants meeting required qualifications and experience are encouraged to apply
Position open to South African Nationals and non-nationals with South African residence permit
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.
4Ps CORE ORGANISATIONAL CAPABILITIES
- Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
- Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
- Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
- Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
- Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
- Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
- Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
- Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
- Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
- Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
- Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
- Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
- Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
- Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
- Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
|Capability Name||Description of the behaviour expected for the proficiency level|
|Supply Chain Management and Optimization||Demonstrates ability to design basic supply chain networks, including appropriately assessing and escalating challenges to ensure that WFP is able to provide consistent and uninterrupted service to its beneficiaries and partners.|
|Planning, Project & Resource Mgmt||Collects and analyses relevant technical data from diverse sources to forecast operational needs under various scenarios and makes evidence-based proposals.|
|Information Management & Reporting||Liaises with internal and external stakeholders to consolidate preliminary data analysis, draft reports and disseminate information that represents concerns and trends.|
|Market Analysis, Contracting and Operational Execution||Demonstrates ability to collect market information and process and analyse proposals in line with WFP standard rules and regulations in order to deliver efficiently.|
|Technical Assistance and Coordination||Demonstrates abilities to provide basic technical advice and maintain effective (inclusive, collaborative, unified) logistics coordination mechanisms with humanitarian partners and other relevant stakeholders.|