Senior Logistics Associate (Funds Management) Fixed Term G7, 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: Senior Logistics Associate (Funds Management)
TYPE OF CONTRACT: Fixed Term, G7
UNIT/DIVISION: Supply Chain Unit
DUTY STATION: Addis Ababa, Ethiopia
REPORTING LINE: Head of Logistics
ORGANIZATIONAL CONTEXT
These job is found in the WFP Country Office. Job holders report to a Logistics Officer, Head of Unit or the designate. At this level, job holders have independent responsibility for technical, specialised work including planning, organisation and coordination and setting objectives for all assistance modalities for both WFP and logistics common services. They deal with issues that are often undefined and involve areas of uncertainty and complex inter-relationships. The instructions received are broad and the job holders consistently demonstrate a high degree of responsibility and initiative to independently manage activities and respond to queries. Job holders are expected to motivate and develop a team of support staff and/or are responsible for specialised support service(s) where the work is undertaken with the help of specially designed techniques, methods and processes.
JOB PURPOSE
To coordinate and monitor WFP-Ethiopia supply chain Funds management for FOOD projects under ACT01 to ACT05 tasks that includes (Coordinate Invoice Processing, Invoice Processing, Closing Commitment’s, Expenditure Posting, Expiring Grant closure, Internal control, and Field support).
KEY ACCOUNTABILITIES (not all-inclusive)
1. Coordinate Invoice Processing (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 (PO) and pre-commitments (PR) reports periodically and flag long outstanding items
⦁ Follow up and coordinate timely PO closure and ensure un-used commitments released back to pot.
⦁ Monitor PO without STO and ensure PO are created with the right award contract rate.
⦁ Regularly monitor supply chain open items (GR/IRs) to clear vendors accounts with CO-Finance
⦁ Follow up CO-Finance and HQ team on final invoice billing and the actualization of corridor cost share funds
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 for Food activities 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 requests 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 locked under experiencing grant for reprogramming
⦁ 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
⦁ Ensure monthly, quarterly, and yearly 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.
5. Fixed Cost allocations & Expenditure Control
⦁ Ensure SC staffing costs and other fixed costs are properly allocated and cross charged across different project
⦁ Ensure FLA advance are made on quarterly basis based on latest SC rate in the FLA budget
⦁ Ensure FLA expenses are charged only for relevant FTC costs in line with agreed FLA budget
⦁ Coordinate with programe to get timely partners report and ensure CP report are posted in WNGS timely
⦁ Ensure Fleet operating costs are cross charged to all projects based on tonnage moved
⦁ Ensure Warehouse running costs are charged timely and cross charged to all served projects
⦁ Ensure FTC Costs for Food delivery activities are posted on full cost recovery based on the actual costs
⦁ Ensure FTC Costs recorded on time, when the requested supply chain services are rendered to the client.
6. General Funds Administrations
⦁ Support to the development of supply chain matrix revision
⦁ Collate data and contribute to preparation of accurate and timely reporting,
⦁ Support generating Quarterly Fund monitoring report for RBN.
⦁ Engage in addressing vendors compliant for payment and loss deductions
⦁ Review notes for the record (NFR)/waivers have meet minimum corporate requirement
⦁ Ensure advance funds are actualized monthly /quarterly (SES is posted)
⦁ Calculate semi-annual Commodity Valuation based on lasts supply chain rate using CIF Value
⦁ Assist contracting of new suppliers by participating in an integrated Market assessment
⦁ Contribute for better and smooth SC field operation on invoice processing and funds management
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education or First university degree, in Accounting, Finance, Business Management, Logistics, Supply Chain, Information Systems, or other related fields.
Experience: Secondary school education completion with a minimum of 7 years of working experience OR a Bachelor’s Degree with 5 years of work experience in coordinating finance and operations, leading invoice accounting and grant administration.
Language: Fluency in oral and written communication in English and Amharic is required.
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 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 2 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
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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.
