Logistics Assistant - Billing - SC5

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WFP - World Food Programme

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Application deadline 2 years ago: Tuesday 28 Dec 2021 at 19:59 UTC

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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, physical or mental 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.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. Bachelor's preferably in Business Administration. Commerce or Accounts.

Language: Fluency in both oral and written communication in the English and Urdu.

ORGANIZATIONAL CONTEXT

Job is based in WFP Country Office Islamabad and in Provincial Office Karachi. Job holders report to Logistics Officer (Supply Chain Funds Management), and the overall supervision and guidance of the Head of Supply Chain, Country Office, Pakistan, or the designate. At this level, job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices for all assistance modalities for both WFP and logistics common services. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.

JOB PURPOSE

To implement well-defined standard logistics/supply chain processes and activities to enable effective delivery of goods and services for all delivery modalities.

KEY ACCOUNTABILITIES (not all-inclusive)

  • The Post will be accountable for correct timely & payment to the vendors.
  • The posts will be responsible to Process the invoices and use funds according to the SOPs.
  • Review all the Transport, Milling, Q&Q and other services' related invoices.
  • Ensure supporting documents are complete and are matching with the invoices & Payment requests.
  • Check calculations, invoice payable amount with STOs, LTIs, Waybills. Extract support to Payment Report from WINGS & verify with invoices. Prepare/check Penalty calculation report according to data in LESS, Calculate deductions in case of losses. Coordinate with the Operations for STO/LTI related matters.
  • Prepare Debit/Credit notes for penalties & adjustment of invoices and send to the vendors for signatures.
  • Coordinate with Vendors for any missing documents.
  • Match the Invoices in ITS System and submit to Supervisor for approval.
  • Review ITS System periodically for outstanding invoices. Take action accordingly for processing of invoices.
  • Respond to vendors’ queries for invoice related matters and give detailed periodic feedback to the vendors on their invoice submission time and other invoice related reports.
  • Forward all the fund requirement requests to Supply Chain budget focal point in CO Islamabad.
  • Post Purchase Orders & SES in WINGS as and when required. Review Open POs in system and take necessary action accordingly for closure of the same.
  • Review FRs regularly and monitor on weekly basis to ensure proper spending of FTC and other allotted funds.
  • Get the rectifications posted in case of any discrepancies.
  • Prepare Cash Forecasts on monthly Basis or as required.
  • Prepare FTC Matrix & other reports as and when required.
  • Prepare Vendor creation Forms as and when required and submit the same to Log Assistant Vendor Creation focal point in CO Islamabad.
  • Perform other tasks assigned by the supervisor.

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

Capability Name Description of the behaviour expected for the proficiency level Supply Chain Management and Optimization Displays aptitude at monitoring and reporting on supply chain operations to enable teams to efficiently assess the performance and sustainability of current networks. Planning, Project & Resource Management Supports the planning, forecasting & resource management efforts of own team by collecting data from diverse sources. Information Management & Reporting

Collates accurate and timely information and data to enable informed decision making on reporting within individual unit and consequently the greater humanitarian community. Market Analysis, Contracting and Operational Execution Ability to collect and collate necessary information to enable WFP to make informed operational decisions. 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 awareness of the importance of technical assistance and coordination with key stakeholders and an ability to carry out logistics activities, respecting individual mandates and programme priorities.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

Experience: Overall five years experience including two to three years' desirable experience in Accounts, Finance, Banking or Invoice processing preferably with UN/NGOs. Basic knowledge of Accounts, Finance and knowledge of operating SAP based system is desirable.

Basic knowledge of Accounts, Finance and knowledge of operating SAP based system is desirable.

TERMS AND CONDITIONS

DEADLINE FOR APPLICATIONS

28 December 2021

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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.

Added 2 years ago - Updated 2 years ago - Source: wfp.org