Supply Chain Assistant (CBT),SC4 Nairobi

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

• Successful completion of secondary school education (KCSE), preferably supplemented with training in Logistics, Statistics, Transport, Business Administration or other relevant field.
• At least four years’ of progressively responsible support experience including at least one year in the field of accounting, transport, insurance, statistics, operations or another related field.
• Good knowledge and experience in using computers with knowledge of Microsoft software applications (MS Word, Excel and Access).
• Strong inter-personal skills, courtesy, tact and the ability to work and communicate effectively with people of different national and cultural backgrounds. 
• Ability to interpret and analyse a wide variety of programme issues and statistical information, and to maintain accurate and precise records. 
• Ability to work systematically, use initiative, good judgement and to communicate complex matters both orally and in writing; proven ability to work in a team environment and achieve common goals.
• Very good knowledge of English and Kiswahili.

ORGANIZATIONAL CONTEXT

The position reports to the Logistics Officer and adminstratively to the Head of Field Office.  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 supply chain processes and activities to enable effective delivery of cash-based transfers and secondly, beneficiary and trader data managed in the approved CBT tools and/or Financial Provider applications. This is assured by adhering to the key role of the Supply Unit in the Delivery and Assurance phases of the CBT programme cycle.

Delivery Phase

This covers the stages from beneficiary registration to an efficient transfer of the entitlement.  Important elements of this phase include beneficiary payment instruments management; FSP due diligence and contracting; secure payment transfer; retail network optimization and strengthening of financial sector and service providers.

Assurance Phase

Increased use of digital technologies and payments to trace every single dollar. Increased automation of internal processes and strengthening reporting, data integration & analytics and segregation of duties across the digital cash flow (from beneficiary payment list to transfer reconciliation) within more robust systems to quickly reduce and detect fraud, error and corruption, and be accountable for the cash transferred.

KEY ACCOUNTABILITIES (not all-inclusive)

• Ensure timely processes of entitlements to beneficiaries which entails a number of related responsibilities: review beneficiary data and process payment lists/schedules; reconcile disbursements and redemption data for timely, accurate report submission to management; support the analysis and final approval of beneficiaries’ payment verification in the CBT system for timely payment process; beneficiary data analysis and reconciliation for accuracy before submission of payment requests for payments; verify payment requests versus the original data for accuracy and consistency.
• Monitor and report on the verification and enrolment process to Heads of Units and Field Office
• Assist in monitoring the Funds allocated in WINGs and registering Service Entry Sheets/GRNs.
• Liaise with Financial Service Provider on various issues with specific focus on platforms used e.g. SurePay
• Track the movement/delivery of social transfer using CTM and/or SCOPe, which entails responsibility for data integrity, data availability, and accuracy of system information.
• Ensure beneficiary support e.g. follow-up with the Financial Service Providers (FSP) on any beneficiaries’ concerns e.g. uncompensated beneficiaries, wrong/invalid accounts, wrong transfers etc.
• Track payment instruments (e-cards, SIM cards, SCOPECARDs, etc.), their status (active/dormant), and whether they are being held by the intended beneficiary throughout the project lifecycle to mitigate possible financial risks.
• Monitor both internal and external processes and distribution to ensure compliance with set timelines and effective management of the project. These processes include the review of redemption process efficiency & related beneficiary satisfaction; timeliness; clarity of shared information; etc.
• Generate CBT data management and business process reports.
• Participate in the collection of Cash based transfer baseline data for the Logistics Capacity Assessment.
• Liaise with internal and relevant external stakeholders to support efficient CBT related Supply Chain operations/processes
• 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.

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

SKILLS AND COMPETENCIES

• Experience analysing data (on commodities, funds, etc.) and drafting reports.
• Experience in measuring service providers’ performance against set KPIs.
• Experience in providing technical business support in corporate systems.
• Ability to review a variety of data, identify and adjust data discrepancies.  
• Identify and resolve operational problems with substantial independence. 
• Ability to obtain or give factual information of a non-routine nature involving interpretation of facts and requiring clarity of expression.
• Ability to perform detailed work, frequently of a confidential nature and/or to handle a large volume of work systematically, effectively and accurately

PERFORMANCE INDICATORS

• Effective time management and adherence to unit set KPIs.
• Continuous enhancement and improvement of Supply Chain role in Cash Based Transfers
• Comprehensive, accurate and timely reporting for informed decision making.
• Demonstrated awareness of the importance of technical assistance and coordination with colleagues and partners and an ability to carry out logistics activities, respecting individual mandates and programme priorities.

TERMS AND CONDITIONS

If you have any queries regarding this position please write to: Nairobi.queryhr@wfp.org.  Female applicants are especially encouraged to apply.

DEADLINE FOR APPLICATIONS

Deadline: 21 May 2019

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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.