Logistics Assistant (Funds Management & Billing) SSA5, (2 posts), Damascus

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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.

DEADLINE FOR APPLICATIONS

All applications should be received no later than Monday 7th December 2020

CONTRACT TYPE AND DURATION

This position is open to Syrian or Syrian/Palestinian nationals, or holders of a work permit and residency in Syria.

Contract Type: Special Service Agreement (SSA5)

Duration: 11 months

Duty Station: Damascus

Number of required employees: 2

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.

In Syria, WFP provides food assistance to more than 4.6 million people each month. This includes families who require emergency assistance when affected by conflict and displacement and also those who need help to improve their nutrition and food security. WFP supports children across Syria with healthy meals and snacks at school, mothers with nutritious diets, and families and communities with sustainable livelihood projects

ORGANIZATIONAL CONTEXT

The Logistic Assistant (Funds Management and Billing) will work in the Logistics Funds Management section of the Supply Chain Unit and in collaboration with other units of WFP.

This post is based in Damascus and falls under the direct supervision of the Logistics Associate (Funds Management and Billing) and overall responsibility of the Head of Supply Chain.

JOB PURPOSE

To implement well-defined standard funds management and billing processes and activities to enable effective delivery of goods and services for all delivery modalities.

KEY ACCOUNTABILITIES (not all-inclusive)

Within delegated authority, the Logistics Assistant (Funds Management and Billing) will be responsible for the following duties:

•    Provide support to logistics operations and activities, following standard processes and facilitating, directly or indirectly, the effective delivery of food assistance to beneficiaries.
•    Create and maintain Transport Purchase Orders (TPO) in WFP’s Information Network and Global System (WINGS) using the correct budget codes, vendor details, quantities, contract rates and contract terms.
•    Create and maintain Service Entry Sheets (SES) in WINGS after verifying that TPO details are correct and are related to the services rendered prior to the approval of service delivery confirmation.
•    Ensure service providers submit their claim in a timely manner according to WFP corporate transport and logistics standards.
•    Ensure service provider invoices are processed & cleared in a timely manner based on valid contracts.
•    Ensure problematic vendor invoices are communicated to the immediate supervisor and vendors for correction.
•    Support reconciliation of data in country office and corporate systems to determine validity, ensure accuracy, and make follow-ups accordingly, in support to informed decision-making.
•    Contribute to budget preparation, monitoring and revision for all delivery modalities, ensuring adherence to relevant procedures and in compliance with corporate standards.
•    Collect and compile data, produce and/or contribute to reports (e.g. CCTI, SPRs, financial closure, transport performance, invoice status).
•    Ensure proper filing of invoices, contracts and correspondences related to Logistics funds management and invoice processing.
•    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.
•    Liaise with internal and limited number of external stakeholders to support efficient funds management and invoice processing.
•    Perform other duties, as required by the supervisor.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Experience: At least four years of experience in a field related to the function. Experience in logistics, transport, shipping, supply chain, finance, or accounting is highly desirable.
Language: Fluency in both oral and written communication in English and Arabic.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

Knowledge:

• Knowledge of logitics processes, supply chain, finance, accounting or related field.
• Possession of computer skills including spreadsheet manipulation.
• Knowledge of SAP or other corporate financial or ERP systems will be an added advantage.

Critical success factors:

• Ability to review a variety of data, identify and adjust data discrepancies.
• Ability to 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, freq
• uently of a confidential nature and/or to handle a large volume of work systematically, effectively and accurately.
• Ability to work in a team environment and coordinate assignments to achieve common goals.
• Ability to deal patiently and tactfully with people of different national and cultural backgrounds.

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

TERMS AND CONDITIONS

Please upload your professional CV in English in PDF format making sure to include the following in terms of “Experience”:

• Company/Organization name and scope of work of the organization
• Exact Position Title
• Contract type: part-time, full-time, volunteer, consultant, or freelancer
• Start and End date of Employment for each position: From (dd/mm/yyyy) to (dd/mm/yyyy)
• Responsibilities: To mention the main responsibilities that highlight your gained skills and experience
• A proof of your experience will be required in the final stage of recruitment.

Only shortlisted candidates will be invited to the next stage of the selection process.

Candidates must get an auto confirmation email once application is submitted.

HOW TO APPLY

If any of the below links do not work by clicking on it, please copy and paste it in the browser address bar:
Internal candidates: https://performancemanager5.successfactors.eu/sf/jobreq?jobId=130806&company=C0000168410P

External candidates: https://job-listing.wfp.org/sfcareer/jobreqcareer?jobId=130806&company=C0000168410P

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Qualified female applicants 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.