Ref No: 55146
Location: Damaturu
Organizational Context
- This job is found in Headquarters (HQ), Regional Bureaux (RBs) and Country Offices (COs) and Area/Field Offices. Job holders report to Logistics Officer, a Head of Unit, or the designate. 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 logistics/supply chain processes and activities to enable effective delivery of goods and services for all delivery modalities.
Key Accountabilities (not all-inclusive)
Ensure timely retailer invoice processing for the SCOPE e-voucher CBT, undertaking the following standard processes:
- Checking & forwarding to Finance unit all invoices received from Sub Offices.
- SES created by Sub Office.
- Proforma Invoices signed by the required parties.
- GRN stamps in each invoice.
- Invoices tracked in Invoice Tracking System (ITS)
- Invoices verified and approved in SCOPE
- Record all invoices in the tracking register
- Process & properly file the dispute pro-forma invoices & NFRs, in accordance with the approved Reconciliation and Payment SOP.
- Reconcile the distribution with SCOPE and forward to Finance, who are responsible for the Bank Reconciliation, Report and bring discrepancies immediately to the attention of the Cash Team Leader.
- Assist in the implementation of Supply Chain risk mitigation actions in the approved Risk Matrix as required;
- Attend to Retailer Complaints related to payments
- Feedback issued to the retailer within 24hrs of receiving the complaint.
- Filing the signed complaint form once issue is resolved.
- Monitor POCB consumption in WINGS / updating the tracking tool daily.
- Monitor all the active interventions every FRIDAY MORNING to ensure that settlements have been created. Update Procurement unit on the status of the ‘Downloaded Invoices’.
- Monitor the weekly invoice tracking system and follow up with Finance to ensure that all invoices are reimbursed on time.
- Monitoring the ITS and following up with sub offices to ensure that all ACTIVE and MOVING invoices are processed on time.
- Ensuring that invoices in SCOPE are verified and approved for all interventions under your jurisdiction.
- Any other responsibilities assigned.
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
Supply Chain Management and Optimization:
- Displays aptitude at monitoring and reporting on supply chain operations to enable teams to efficiently assess the performance and sustainability of current networks.
Planning, Project & Resource Management:
- Supports the planning, forecasting & resource management efforts of own team by collecting data from diverse sources.
Information Management & Reporting:
- Collates accurate and timely information and data to enable informed decision making on reporting within individual unit and consequently the greater humanitarian community.
Market Analysis, Contracting and Operational Execution:
- Ability to collect and collate necessary information to enable WFP to make informed operational decisions.
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 awareness of the importance of technical assistance and coordination with key stakeholders and an ability to carry out logistics activities, respecting individual mandates and programme priorities.
Standard Minimum Qualifications
- Education: University Degree/Diploma in Public or Business Administration, Logistics, Finance, Statistics, Social Sciences or related fields.
- Desired experience: At least 5 years of practical commercial/professional experience in one or more of the transportation and ancillary sectors: port operations, shipping, clearing and forwarding, air operations, large scale road/rail transport, distribution management and logistics finance management.
- Language: Fluency in English (written and spoken).
- MS Office: Good working knowledge of MS Office particularly Excel and Word
Other Specific Job Requirements:
- This section is optional to describe additional responsibilities & knowledge required for the specific job
Desired Experience for Entry into the Role:
- Experience using corporate systems to monitor ongoing shipments, pipeline information, insurance claims, and food stock.
- Experience analysing data (on commodities, funds, etc.) and drafting reports.
- Experience in measuring service providers’ performance against set KPIs.
- Experience in assisting the preparation of contract documentation.
- Experience in providing technical business support in corporate systems.
Terms and Conditions:
- Qualified female candidates are encouraged to apply.
Deadline
11th June, 2017.
Gmail
Yahoomail