Logistics Associate (GIS & IM) G6 at World Food Programme (WFP)

Ref Id: 106278
Location: Maiduguri, Borno

Organizational Context

• These jobs are found in Country Offices (COs), Regional Bureau (RBs), and Headquarters (HQ). Job holders may either perform administrative support functions in the front office and report to the Business Support Associate, or provide administrative support to team(s) with the reporting line to the relevant Head of Unit, Chief, or the designate. In cases where these positions support a specific business stream, the reporting line may be to the relevant Head of Unit, Chief, or the designate.
• At this level, work is carried out under minimal supervision. Job holders are expected to produce organized and accurate work, undertaking specific business support activities. They may offer guidance on standard practices to more junior staff in their area of work.

Job Purpose

• To deliver information management and global information system support processes for a specific professional area of work, to facilitate effective service delivery.
• The IMO will act as the focal point for collecting, analyzing and disseminating logistics information, in close coordination with logistics and information personnel of other UN organizations and NGOs involved in the humanitarian response, and national authorities.

Key Accountabilities (not all-inclusive)
Information Management (IM):

• Produce Logistics Sector products/reports in Logistics Sector product formats or specific formats as required within the operation ensuring they are regularly revised/updated if required. Key products include: Situation updates, bulletins, snapshots, briefings, situation updates.
• Liaise with Logistics Sector/Cluster partners, other Sectoral partners, and national counterparts to gather information for the production of daily sitreps and weekly bulletins, ensuring that challenges and concerns relating to the logistics operation are represented.
• Support the Logistics Sector Coordinator as required in drafting donor proposals.
• Manage content of Logistics Sector country operations page – in close coordination with Global Logistics Cluster support team in Rome.
• Establish, moderate, and maintain the Logistics Cluster mailing list.
• Standardize and execute quality control of logistics assessments and activity reports.
• Provide reports internally to WFP with inputs on Logistics Cluster activities; Liaise regularly with reports officers in other agencies and NGOs.
• Establish and maintain internal information sharing mechanisms, documentation formats, assessment formats, central file storage.
• Recognize and assess the sensitivity of information obtained; Respect the confidential nature of sources of information where relevant.
• Prepare and disseminate the agendas for Logistics Sector coordination meetings and trainings, compile presentation, and ensure meeting minutes are recorded.
• Support the Coordinator in preparing, disseminating and consolidating the results of any necessary partner surveys.
• Perform other tasks as required.

Geographic Information Systems (GIS) and Spatial Data:

• Identify the most appropriate methodology to source and map information that can be used for advocacy in addressing issues in partner logistics needs.
• Establish priority special data collection/processing activities based on emerging information requirements.
• Identify and validate information sources such as local civil authorities, military entities, international agencies and organizations, and international and national non – governmental organizations.
• Ensure the smooth delivery of newly acquired special data from the field for cleaning and processing.
• Establish and maintain a GIS database to maintain critical logistical information.
• Receive and fill map requests for new map products for internal and external partners.
• Determine data requirements for the production of agreed mapping products.
• Produce maps in a standardized fashion for distribution in both hard copy and on the Logistics Sector website.
• Produce updates to standard maps by incorporating updated data layers.
• Produce a catalogue of map products, coordinate with the headquarters standards to keep the website updated.
• Maintain inventory of maps and map making materials in the Logistics Sector office.

4Ps Core Organisational Capabilities
Purpose:

• 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.

People:

• 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.

Performance:

• 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.

Partnership:

• 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.

Functional Capabilities
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.
• Warehouse and Inventory Management - Demonstrates ability to implement operational warehouse procedures and normative guidance in order to manage WFP’s warehouse, handle inventory effectively through corporate systems, and ensure loss mitigation.
• 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.

Standard Minimum Qualifications

• Education: University degree in Social Sciences, Global Information Systems, Communications, Journalism or related field; or the equivalent combination of requisite education and experience.
• Language: Fluency (level C) in English language. Fluency in oral communication in Hausa or Kanuri is an added advantage.
• Experience: A minimum of three years of professional experience in an international context, preferably in Information Management, GIS, Data Collection or Cartography. Previous experience in emergencies is a plus.

Other Specific Job Requirements:
Training:

• Organize logistics-related trainings, including collection and dissemination of training materials.
• Provide GPS data collection training exercises among the humanitarian community in the field

Knowledge & Skills:

• Ability to meet deadlines and work under pressure as part of a team;
• Good communication skills; excellent written and analytical skills;
• Basic knowledge of logistics operations and humanitarian reform/cluster concept;
• Sound knowledge of Microsoft Windows, MS Excel, MS Word, MS PowerPoint
• Thorough knowledge of ArcGIS Desktop application.
• Extensive knowledge of global information systems and cartography.
• Willingness to work in challenging environments/field locations.