Logistics Officer (Service Provision/Funds Management) NOA, Fixed Term, Addis Ababa
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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
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.
TERMS AND CONDITIONS
JOB TITLE: Logistics Officer (Service Provision/Funds Management)
TYPE OF CONTRACT: Fixed Term, NOA
UNIT/DIVISION: Supply Chain Unit
DUTY STATION (City, Country): Addis Ababa, Ethiopia
REPORTING LINE: Head of Logistics
ORGANIZATIONAL CONTEXT
This job is based in the WFP Ethiopia Country Office and the jobholder typically reports to the Head of the unit or the designate. Job holders are likely to be working closely with a more experienced professional staff member receiving guidance and regular feedback on work performed.
JOB PURPOSE
To coordinate and monitor WFP-Ethiopia supply chain Funds management tasks for service provision activities that includes (Budget setup, Fund allotment, Invoice Processing, Closing Commitment’s, Expenditure Posting, Expiring Grant closure, Internal control, and Field support).
KEY ACCOUNTABILITIES (not all-inclusive)
1. Coordinate Invoice Processing (Non-FOOD)
⦁ Verify invoice are processes timely and accurately in accordance with WFP corporate polices and CO-SOP
⦁ Overseas logistics Invoices Process contracted by HQ for overland, Port operations, & QQ Costs
⦁ Track and monitor invoices processing status posted on Invoice Tracking tool (ITS)
⦁ Ensure warehouse lease advance payments are actualized monthly (SES is posted)
⦁ Ensure all advance payments are recovered back from upcoming vendor invoice
⦁ Generate monthly invoice payment status posted in WINGS
⦁ Closely follow up with CO-finance unit and HQ-finance for final invoice posting and timely actualization of expenses
⦁ Coordinate with CO-Finance to resolve problematic supplier payment matters (VAT returns, vendor bank details)
⦁ Coordinate with CO-Finance to grant ITS user rights for new members in the CO, AO & SO
⦁ Ensure commodity loss recovery from third party during invoice processing
⦁ On-boarding new vendors through training end-to end payment process requirements and timeline
2. Open Items Closure
⦁ Generate open commitments and pre-commitments reports periodically and share with spending units
⦁ Follow up and coordinate PO closure and ensure un-used commitments released back to pot.
⦁ Regularly monitor supply chain open items (GR/IRs) and clearing vendors open items with CO-Finance.
⦁ Monitor PO without STO and ensure PO are created with the right award contract rate.
⦁ Regularly, monitor open GRIRs in clearing from supply chain open items list.
⦁ Close follow up with finance unit and HQ team on final invoice billing on the actualization of funds according to RBN corridor guidelines
3. Expiring Grants Closure
⦁ Regular follow up and monitor expiring grants balance within 3 months TODs/TDDs for timely closure
⦁ Take appropriate actions to close expiring grants under FTC and SD cost category in consultation with B&PO.
⦁ Ensure grant relevant contributions are utilized timely and aligned to donor restrictions in consultation with partnership unit.
⦁ Monitor and provide advice on proper actions related to project closure and resource transfer.
⦁ Initiate the possibility of timely no cost extension request for expiring grants if planned distributions were not implemented
⦁ On time, if there was late contribution receipt &/or insufficient funding
⦁ Alert potential resource shortfalls/surpluses and proposed appropriate solutions.
⦁ Reallocate grants from one grant to another to move commitments &/or actualized expenditures in line with donor requirements and grant validity periods
4. Internal Control & Compliance
⦁ Monitor regular financial compliance according to International Public Sector Accounting Standards (IPSAS).
⦁ Organize and conduct Regular Field support mission to sub-offices and
⦁ Provide on job training for invoice processing using ITS and make compliance assessment in Funds Management.
⦁ Handle all audit queries, follow up recommended actions and audit finding, relates to logistics Invoice Processing.
⦁ Follow up implementation of any donor restrictions for all projects/Grants
5. Fixed Cost allocations & Expenditure Control
⦁ Ensure all accounting entries under the service provider are recorded and reconciled on time in WINGS
⦁ Ensure Financial transactions shall be accounted for under the non-donor grant solution.
⦁ Ensure Revenue and Expenses of Service Delivery Activities are posted on full cost recovery based on the actual costs
⦁ Ensure Revenue and Expenses related to service provision shall be recorded on time, that is, when the requested supply chain services are rendered to the client.
⦁ Produce reasonable fixed Cost allocation across active projects and review allocation rate on quarterly basis
⦁ Ensure allowable expenses are charged in line with donor approved budget
6. General Funds Administrations
⦁ Generate monthly Fund Status Report for service provision modalities for active Non-Donor Grants
⦁ Execute Expenditure reconciliation with the client to identify the correct fund balance for Non-Donor Grants
⦁ Support the issuance of final invoice for completed service to the client after actual expenditure reconciliation
⦁ Engage in addressing vendors compliant for payment and loss deductions
⦁ Review notes for the record (NFR)/waivers have meet minimum corporate requirement
⦁ Calculate semi-annual Commodity Valuation for Purchase, Insurance and Freight (CIF Value) for loss recovery
⦁ Ensure all advance payments are recovered back from upcoming vendor invoice,
⦁ Ensure advance funds are actualized monthly /quarterly (SES is posted)
⦁ Ensure commodity loss recovery back using the highest value of LESS accumulated cost or local market value
⦁ Contribute for better and smooth SC field operation on invoice processing and funds management (SO and Port)
⦁ Support Supply Chain Service Provision are budgeted for the annual implementation plan
⦁ Ensure full cost recovery to estimate the total cost of the service provision, including the Management Cost Recovery Fee (MCR).
⦁ Coordinate with HQ and BPO to set up Bilateral service provision budgeted
⦁ Ensure advance payments from the external client are received for all Logistics Services prior to WFP rendering the service.
⦁ Ensure Service level agreement (SLA), pro-forma invoice (PFI) documents and final invoices (FI) are issued in US dollar currency. To avoid any loss on foreign currency exchange.
STANDARD MINIMUM QUALIFICATIONS
Education: Advanced (Masters) degree in Accounting, Finance, Business Management, Logistics, Supply Chain, Information Systems, or other related fields.
Experience: Advanced (Masters) Degree with 2 years OR Bachelor’s Degree with 5 years of working experience in coordinating finance and operations in leading invoice accounting and grant administration.
Language: Fluency in oral and written communication in English and Amharic is required.
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 Management | 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. |
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
⦁ Minimum 3 years relevant experience in the humanitarian and supply chain operations.
⦁ Hands-on Experience multi-donor grant closure with UN or INGOs is desirable
⦁ Excellent analytical and writing skills, as well as strong interpersonal and communication skills.
⦁ Field experience within a range of contexts (emergency, conflict, and transition).
DEADLINE FOR APPLICATIONS
23 February 2023 (Open to Ethiopian National Only)
This position is open to all qualified candidates. Female applicants and people with disability are especially encouraged to apply.
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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
