Logistics Assistant L5 (TDY)

DEADLINE FOR APPLICATIONS

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 World Food Programme is the worlds largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace stability and prosperity for people recovering from conflict disasters and the impact of climate change.

At WFP people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse committed skilled and high performing teams selected on merit operating in a healthy and inclusive work environment living WFPs values (Integrity Collaboration Commitment Humanity and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP visit our website: follow us on social media to keep up with our latest news: YouTube LinkedIn Instagram Facebook Twitter TikTok.

WHY JOIN WFP

• WFP is a 2020 Nobel Peace Prize Laureate.

• WFP offers a highly inclusive diverse and multicultural working environment.

• WFP invests in the personal & professional development of its employees through a range of training accreditation coaching mentorship and other programs as well as through internal mobility opportunities.

• A career path in WFP provides an exciting opportunity to work across the various country regional and global offices around the world and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:
The Logistic Assistant (Funds Management and Billing) will work in the logistics unit which is a section of the Supply Chain Unit and in collaboration with other units of WFP as well as deal with WFP vendors.

SUPERVISION RECEIVE:
This post is based in Guatemala and falls under the direct supervision of a Supply Chain Officer.

ACCOUNTABILITIES/RESPONSIBILITIES:
Within delegated authority the Logistics Assistant (Funds Management and Billing) will be responsible for the following duties:

Provide support to logistics operations and activities following standard processes and facilitating directly or indirectly the effective delivery of food assistance to beneficiaries.
Support logistics assistant (Transport) to create and maintain Transport Purchase Orders (TPO) in WFPs Information Network and Global System (WINGS) using the correct budget codes vendor details quantities contract rates and contract terms.
Support logistics assistant to create and maintain Service Entry Sheets (SES) in WINGS after verifying that TPO details are correct and are related to the services rendered prior to the approval of service delivery confirmation.
Ensure service providers submit their claim in a timely manner according to WFP corporate transport and logistics standards.
Support logistics assistant to ensure service provider invoices are processed & cleared in a timely manner based on valid contracts.
Ensure problematic vendor invoices are communicated to the immediate supervisor and vendors for correction.
Support reconciliation of data in country office and corporate systems to determine validity ensure accuracy and make follow-ups accordingly in support to informed decision-making.
Contribute to budget preparation monitoring and revision for all delivery modalities ensuring adherence to relevant procedures and in compliance with corporate standards.
Collect and compile data produce and/or contribute to reports (e.g. CCTI SPRs financial closure transport performance invoice status).

Ensure proper filing of invoices contracts and correspondence related to Logistics funds management and invoice processing.
Respond to a variety of technical queries/requests for support following standard processes and obtaining guidance as required to ensure timely and accurate resolution of all enquiries with a high standard of client service mind-set.
Liaise with internal and limited number of external stakeholders to support efficient funds management and invoice processing.
Perform other duties as required by the supervisor.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:
Experience using corporate systems to monitor ongoing shipments pipeline information insurance claims and food stock.
Accounting procedure and roles (preferably IPSAS)
Experience in administering third party service providers and accounts receivable
Experience in analyzing data (on commodities funds etc.) and drafting reports.
Experience in measuring service providers performance against set KPIs.
Experience in assisting with the preparation of contract documentation.
Experience in providing technical business support in corporate systems.
Experience in Financial Planning Budgeting for Logistics and Reporting
Experience in warehousing port operation and transport services is an added advantage
Experience in working in humanitarian/ non-profit contexts
Outstanding Excel and reporting skills is desirable

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:
Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Languages: General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty stations language if different.

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation please contact:

NO FEE DISCLAIMER

The United Nations does not charge any application processing training interviewing testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee please disregard it. Furthermore please note that emblems logos names and addresses are easily copied and reproduced. Therefore you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• All applications must be submitted exclusively through our online recruitment system. We do not accept CVs or spontaneous applications by email.

• If you experience challenges while submitting your online application please contact us at for technical support only.

• Please note that applications sent to this email address cannot be considered.

• We strongly recommend that your profile is accurate complete and includes your employment records academic qualifications language skills and UN Grade (if applicable).

• Once your profile is completed please apply and submit your application.

• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

• Additional documents such as passport recommendation letters academic certificates etc. may potentially be requested at a future time

• Only shortlisted candidates will be notified

All employment decisions are made on the basis of organizational needs job requirements merit and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse all forms of discrimination any kind of harassment sexual harassment and abuse of authority. Therefore all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ) International Civil Service Commission (ICSC) FAO Finance Committee WFP External Auditor WFP Audit Committee Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP both during their service and within three years of ceasing that service.