Summary
Date Posted: Tuesday, January 28 2025, Base Salary: Not Disclosed

JOB DETAILS:
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.

ORGANIZATIONAL CONTEXT
Job holders report to a Logistics Officer or 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.

ACCOUNTABILITIES/RESPONSIBILITIES:
• Assist in logistics operations and activities by adhering to standard procedures and contributing, either directly or indirectly, to the efficient delivery of food assistance to beneficiaries.
• Facilitate the timely procurement and distribution of commodities and supplies to authorized partners/ beneficiaries and designated locations. Create and maintain Purchase Orders (PO) in WFP’s Information Network and Global System (WINGS) using the correct budget codes, vendor details, quantities, contract rates and contract terms.
• Support the management of logistics vendor contracts, including monitoring performance, evaluating service provider and outcomes. Support data reconciliation in country office and corporate systems to determine validity, ensure accuracy, and make follow-ups, accordingly, supporting informed decision-making.
• Ensure accurate tracing/tracking of invoices and verification for all warehouse and transport service providers and ensure that all invoices are processed within the required period. Take appropriate actions to address issues and recommend improvements in process.
• Address various technical queries and support requests by following standard procedures, seeking guidance when necessary, to ensure timely and accurate resolution while maintaining a high standard of client service.
• Participate in budget preparation, monitoring, and revisions for all delivery methods, ensuring compliance with relevant procedures and corporate standards.
• Help oversee inventory management processes by monitoring trends and maintaining accountability for inventory status from source to beneficiary using WFP systems. Perform daily closing and balancing payments of receipts. Ensure proper filing of invoices, contracts and correspondences related to Logistics funds management.
• Assist in ensuring the accuracy and integrity of commodity accounting data. Collect and compile data, produce and/or contribute to reports (e.g. funds management matrix, power points, ACR, financial closure, vendor performance), and ensure information accuracy in corporate systems in support of informed decision-making.
• Contribute to operational pipeline analyses, evaluations, and planning across all delivery modalities. Liaise with internal and a limited number of external stakeholders to support efficient invoice processing. Ensure proper Fund management reporting with weekly expenditure reports and monthly overall funding status.
• Process documentation required for logistics operations, such as customs clearance and invoice verification, while addressing operational issues and escalating them to the supervisor as needed.
• Gather and organize data, contribute to reports (e.g., LESS, WINGS, financial closure, physical inventory, transport performance), and ensure information accuracy within corporate systems to support informed decision-making.
• Collaborate with internal teams and select external stakeholders to ensure smooth management of logistics operations.
• Support logistics emergency preparedness and response activities including Logistics Capacity Assessment, strengthening and Contingency Plan update, to support WFP’s response in emergencies

REPORTING
The Logistics Assistant will report to the Supply Officer (HoSC).

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:
• Experience maintaining corporate systems and running queries on ongoing shipments, pipeline information, insurance claims for goods and services.
• Experience in administering third party service providers’ contracts.
• Experience in compiling contract documentation.
• Experience in contract execution.
• Experience in budget monitoring and reporting.

QUALIFICATIONS & EXPERIENCE REQUIRED:
Education:
• Completion of secondary school education. A post-secondary Diploma/ University Degree in Supply Chain, Logistics Management or Transport Management.
Experience:
• 5 years’ experience in working within relevant area
Languages:
• Fluency (level C) in English language. Working knowledge of a second official UN language is desirable.

TERMS & CONDITIONS
Only applicable to Zambian Nationals

DUE DATE
3rd February 2025


Education Requirement: No Requirements

Work Hours: 8

Experience in Months: 60

Level of Education:

Job application procedure
• To apply for this job please visit wd3.myworkdaysite.com.

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