Business Support Assistant (Logistics)

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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.

POSTING DATES

Starting Date: 12/10/2022

Closing Date: 26/10/2022

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.

WFP Sudan has the potential to reach millions of food insecure people across Sudan – with a total of 4 million people assisted in 2018. WFP Sudan, one of the largest and complex operations for WFP globally, is currently rolling out its five-year Country Strategic Plan (2019-2023), which aims to provide emergency assistance through a hybrid approach (Cash, food and vouchers), along with life-changing types of programmes (Nutrition, Resilience and School Feeding).

ORGANIZATIONAL CONTEXT

.WFP’s greatest strength is its 14,000 dedicated people working tirelessly around the world to reduce hunger, often under difficult conditions where security threats and risks to personal safety are considerable. The global context in which WFP operates is rapidly changing which means the need for effective people management is becoming more important than ever before. In this context, WFP launched its People Strategy in November 2014. It articulates key strategic focus to build an engaged workforce, with the right skills, in the right roles enabling WFP to continue fulfilling its humanitarian response role while simultaneously building its capabilities to address the long-term goals of Zero Hunger.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Respond to queries and escalate where appropriate, in order to provide a timely and accurate service to logistics contractors.
2. Support processing and managing routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
3. Take responsibility for the maintenance of set standard systems and files, to ensure information is accurate and readily available for the function.
4. Checking invoices before processing through LESS
5. Extract support to payment report from WINGS.
6. Vetting the support to payment report against the hard copies of the waybills.
7. Checking of the transport LTI in wings.
8. Creation of the SES in wings.
9. Receive & send invoices through the tracking invoices system;
10. Memo vetting against the contracts and PO in wings.
11. Checking of the service provider invoices against the contracts.
12. Committing of warehouse down payments in wings.
13. Perform other related duties as required.

Perform other related duties as required.

STANDARD MINIMUM QUALIFICATIONS

Experience: Four years or more of progressively responsible work experience in the relative business stream with experience in general administrative work. Experience in filling, data entry cross check bills will be preferable.

• Education: Completion of secondary school education. A post-secondary certificate in the related functional area.
• Language: Fluency in both oral and written communication in English and Arabic.

JOB PURPOSE

To deliver standard business support processes for the Logistics Unit / invoicing section, to facilitate effective service delivery.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
• Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
• Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
• Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
• Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
• Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
• Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
• Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
• Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
• Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
• Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

FUNCTIONAL CAPABILITIES

Functional skill, competencies & Behavioural capabilities expected : 1) Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency 2) Ability to balance strategic thinking and flawless execution across a complex global organization; Demonstrated ability to consult, influence, and partner with key stakeholders in developing and executing people strategies to drive business performance; 3) Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments; 4)Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs; 5) A successful track record of negotiating complex situations, with competing interests and multiple stakeholders;

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

1) General knowledge of UN system related policies, rules, regulations and procedures. 2) Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work; 3)Has supported in providing ad-hoc guidance to new staff members

How to Apply

• To apply, please create a personal account and fill out the profile form with your personal information at http://www1.wfp.org/careers/job-openings. If you are an internal applicant, apply through your E-Recruitment profile.
• In the application form, ensure filling the mandatory sections, attaching your CV, answering the pre-screening questions and agreeing on the legal statement before submitting your application.
• Selection of staff is made on a competitive basis on account of potential and performance. All applicants will undergo a rigorous process which includes screening against job requirements, a technical test, and a panel interview.

• TALENTED WOMEN ARE HIGHLY ENCOURAGED TO APPLY: We look for applicants with the highest integrity and professionalism who share our humanitarian values. We commit to promote diversity, gender parity and equality between men and women.

  WFP strives to build a work environment that is safe and respectful, and free of sexual harassment and abuse of authority. We believe in open communication, and every individual at WFP is treated with respect regardless of gender, age, ethnicity, religious and political beliefs, etc.

  In this pursuit, WFP assists women to balance work exigencies with personal and family responsibilities by providing an attractive compensation package, including fully paid maternity leave for 16 weeks, breastfeeding time off, and the possibility to avail of flexible working arrangements. Also, we endeavor to provide our staff, women, and men, with training and professional career development.

DEADLINE FOR APPLICATIONS

• Closing Date: 30 October 2022

  HOW TP APPLY

• Qualified female applicants encouraged to apply.
• This position is open ONLY for Sudanese nationals or individuals authorized to work in Sudan according to Sudanese Regulations.
• WFP does not charge any fee at any stage of its recruitment process
• WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/ADIS status.
• Please indicate in your cover letter the duty station(s) you prefer to be deployed should you be a successful candidate.

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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.