Logistics Associate (Billing & Invoicing) at World Food Programme (WFP)

Requisition ID: 173176
Location: Damaturu, Yobe

Organizational Context

• The job is found in Headquarters (HQ), Regional Bureaux (RB) and Country Offices (CO and Area/Field Offices. Job holders report to a Logistics Officer, Head of Unit or the designate.
• 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.

Job Purpose

• To provide specialized 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.

Key Accountabilities (Not All-Inclusive)

• Provide specialized support to logistics operations and activities, following standard processes and contributing, directly or indirectly, to the effective delivery of food assistance to beneficiaries.
• Coordinate requisitioning and ensure timely delivery of commodities and supplies to authorised partners and destinations.
• Manage logistics vendors’ contracting activities including performance monitoring and measurement.
• Support gathering market intelligence, vendor assessments (e.g. transporters, retailers) to support vendor selection process.
• Identify, resolve and/or provide recommendations on specialised queries/requests for support, using initiative and following standard processes, to ensure timely and accurate resolution of enquiries with excellent client service mind-set.
• Prepare, monitor and revise budget for all delivery modalities, ensuring adherence to relevant procedures and in compliance with corporate standards.
• Monitor inventory management processes to track trends and account for the inventory status from source to beneficiary.
• Support oversight for commodity accounting data quality and integrity.
• Analyse operational pipeline and contribute to assessments and operational planning for all delivery modalities, to ensure that supply chain requirements are taken into consideration.
• Manage documentation processing for execution of logistics operations (e.g. customs clearance, invoice verification), take appropriate actions to resolve operational issues escalating complex issues to the supervisor.
• Perform research, collect data and conduct analysis, produce reports (e.g. CCTI, SPRs, financial closure, physical inventory, transport performance) and ensure information accuracy in corporate systems to enable informed decision-making.
• Liaise with internal and external stakeholders to support logistics operations management and contribute to effective service delivery.
• Supervise the work of support staff, providing practical advice and guidance, to ensure individual and team objectives are delivered to agreed standards and deadlines for all assistance modalities.
• Support logistics emergency preparedness and response activities including Logistics Capacity Assessment and Contingency Plan update, to support WFP’s response in emergencies.

Minimum Qualifications

• Education: First Degree or equivalent in Business Administration, Accounting, Supply Chain Management, Economics, Statistics and Mathematics.
• Experience: Three or more years of progressively responsible work experience in the related field with experience in general administrative work.

Other Specific Job Requirements:

• Proficient in the use of office equipment and computer software packages,such as Microsoft Word, Excel and Power Point.
• Knowledge of work routines and methods in order to complete processes   under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Desired Experiences For Entry Into The Role:
• Experience maintaining corporate systems and running queries on ongoing shipments, pipeline information, insurance claims, and food stock.
• Experience in administering third party service providers’ contracts.
• Experience in compiling contract documentation.
• Experience in contract execution.
• Experience in budget monitoring and reporting.