Logistics Assistant Fixed-term G5, Osh

WFP encourages female candidates and people with disabilities to apply.

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees and encourages qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity and disability.

Job Title: Logistics Assistant

Grade: G-5 (Administrative Services and Support - Generally no need for Higher Education)

Type of contract: Fixed - term

Duration: 12 months renewable

Duty Station: Osh Vacancy Number: 828930

Date of Publication: 09.08.2023

Deadline of Application: 23.08.2023

This vacancy announcement is for Nationals from the Kyrgyz Republic.

Terms and Conditions: WFP offers a competitive benefits package including salary, pension, leave plus a medical insurance (https://www.un.org/Depts/OHRM/salaries_allowances/salaries/kyrgyzst.htm).

JOB PURPOSE

In the delivery of this wide variety of programmatic offerings and services, a strong logistics team within the Supply Chain function is key to success, offering a work environment with access to international expertise https://www.wfp.org/supply-chain*. WFP recognizes strong and sustained national capacities are critical to addressing the multiple causes of hunger and responding to the food security and nutrition needs of vulnerable populations over the long-term and there is close collaboration with national counterparts in the area of supply chain management.*

Supervision received: Under the direct supervision of the Head of Sub-Office and with technical guidance and oversight from the Head of Supply Chain Unit, the Logistics Assistant provides logistics services in the WFP Kyrgyz Republic Sub-Office in Osh, ensuring their effectiveness, transparency, and integrity. The Logistics Assistant promotes a client, quality and results oriented approach in the Unit.

The Logistics Assistant works in close cooperation with Osh Sub-Office Programme and Administration/Finance units and relevant units within the Country Office, as well as the WFP Regional Bureau, for resolving logistics-related issues and information delivery.

KEY ACCOUNTABILITIES

1. Provide support to logistics operations and activities, following standard processes and facilitating, directly or indirectly, the effective delivery of food assistance to beneficiaries.

2. Support timely ordering and delivery of commodities and supplies to authorised partners and destinations.

3. Support management of logistics vendors’ contracting activities including performance monitoring and measurement.

4. 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.

5. Contribute to budget preparation, monitoring and revision for all delivery modalities, ensuring adherence to relevant procedures and in compliance with corporate standards.

6. Assist in monitoring inventory management processes to track trends and account for the inventory status from source to beneficiary.

7. Assist in management of commodity accounting data quality and integrity.

8. Support operational pipeline analyses, assessments and operational planning for all delivery modalities.

9. Process documentation for execution of logistics operations (e.g. customs clearance, invoice verification), take appropriate actions to resolve operational issues escalating various issues to the supervisor.

10. Collect and compile data, produce and/or contribute to reports (e.g. financial closure, physical inventory, transport performance) and ensure information accuracy in corporate systems in support to informed decision-making.

11. Liaise with internal and limited number of external stakeholders to support efficient logistics operations management.

12. Provide guidance to other support staff, in order to assist them in completing standard tasks to agreed standards and deadlines.

13. Other as required.

SPECIFIC JOB REQUIREMENTS

14. Initiate regular visits to Osh warehouse in order to ensue conformity with regulations for storage of food and non-food items.

15. Follow up on projection of needs for logistics operations in the South and call forward requirements.

16. Backstopping Supply Chain Associate on logistics funds management.

17. Accurate data entry on food movement transactions in WFP’s Logistics Execution Support System (LESS).

18. Coordinate food deliveries procured in the regional markets (i.e. follow up with suppliers, superintendent companies, freight forwarding agencies, national railway company to get prepared to receive the food shipments and return arrangements of empty wagons, etc.).

19. Contracting logistics services (roster update, launch Requests for Quotations, administrative and financial evaluation of price quotations, presentation to internal committees, contracts award, creation of Purchase Orders (POs), etc.).

20. Coordinate and communicate with government counterparts and local authorities in Southern regions, Cooperating Partners (CPs) and other relevant agencies on food commodities handling and transportation in line with Programme requirements.

21. Assist in contingency planning and logistics preparedness reviews, including support in revision/update of Logistics Capacity Assessment (LCA) and Logistics Market Assessment (LSMA) for the Southern regions of the country.

22. Assist in the training of warehouse staff, particularly ensuring that support staff are adequately trained, cross trained and identify any additional staff development needs to achieve high working standards.

23. Participate in implementation of capacity strengthening activities related to support of national partners on logistics

STANDARD MINIMUM QUALIFICATIONS

EDUCATION

Completion of secondary school education. A post-secondary certificate in areas of supply chain management, logistics or related field preferred.

WORK EXPERIENCE

At least five years of practical commercial/professional experience in one or more of the transportation and ancillary sectors: port operations, shipping, clearing and forwarding, air operations, large scale road/rail transport and distribution management.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

• Experience using corporate systems to monitor ongoing shipments, pipeline information, insurance claims, and food stock.
• Experience analysing data (on commodities, funds, etc.) and drafting reports.
• Experience in measuring service providers’ performance against set KPIs.
• Experience in assisting the preparation of contract documentation.
• Experience in providing technical business support in corporate systems.
• Well organized work with accurate information/databases/reports/records.
• Time management, multitasking and prioritizations.
• Ability to work with minimum of supervision; to work effectively with people of different national and cultural backgrounds.
• Ability to work with accuracy under time constraints and pressure; to deal patiently and tactfully with staff members and others and to have a high sense of confidentiality, initiative and good judgment.
• Experience utilizing computers and office software packages (MS Word, Excel, etc.), advance knowledge of automated procurement systems, experience in handling web-based management system.

LANGUAGE

• Proficiency (level C) in both oral and written communication in English and fluency in the duty station’s language(s) (Russian or Kyrgyz, both considered an advantage).

All WFP Employees are expected to demonstrate the competencies and standards of behaviour aligned with our core values and defined in the WFP LEADERSHIP FRAMEWORK, namely:

• Leading by example with integrity,
• Driving results and delivering on commitments,
• Fostering inclusive and collaborative teamwork,
• Applying strategic thinking,
• Building and maintaining sustainable partnerships.

HOW TO APPLY

To be considered, interested candidates are invited to apply via (https://www.wfp.org/careers/job-openings). Only short-listed candidates will be contacted.

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.

Request for Disability related Reasonable Accommodations:

It is important to WFP to create an accessible and inclusive workplace for everyone. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the selection and hiring process, please direct your request and inquiries to the Diversity and Inclusion team on: [email protected]*, cc’ing* [email protected]*. A member of the reasonable accommodation team will contact you to confidentially discuss your needs.*

This email is only to be used for any disability related accessibility requirements, and not for sending the application itself. Due to volume of applications, any applications or CVs sent through this email address will not be considered as a formal application and will not receive a reply from WFP.

Please note that WFP may keep candidates who successfully passed recruitment tests and interviews, but were not the first-choice candidate selected for a position, on a roster for similar (or lower-level) upcoming positions or short-term opportunities for direct contracting. Successful candidates will be informed about their inclusion into the roster.

Before you apply, please confirm that both (i) your on-line profile and CV are accurate and up to date, (ii) your CV should include your employment history, academic qualifications, and language skills. Both cover letter and CV should be uploaded as attachment in the e-recruitment platform.

ABOUT WFP

The United Nations World Food Programme (WFP) 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.

ORGANIZATIONAL CONTEXT

WFP’s vision is that people in the Kyrgyz Republic will have substantially increased access to national social protection systems that safeguard and foster their ability to meet their food security, nutrition and associated essential needs, and to manage the risks and shocks they face, with ample opportunity to graduate from poverty and contribute to sustainable food systems, national disaster risk management efforts and social cohesion.

WFP, the second largest UN agency in the Kyrgyz Republic, will support and promote the inclusion of people with diverse and often intersecting vulnerabilities and inequalities, by supporting nationally led social and civil protection systems and programmes (strengthening the government’s ability for anticipatory action and ensuring that no one is left behind) and by modelling new approaches within complementary WFP interventions (which can be adopted or transitioned), leveraging WFP’s global expertise in promoting healthy diets and sustainable food systems, climate risk management, warehousing, food safety, smallholder market access and innovations such as private sector-oriented solutions, micro-insurance and digital public goods.

Derived from the UN Cooperation Framework and national priorities, promoting participatory community engagement and nutrition-sensitive approaches, the 2nd generation Country Strategic Plan (2023-27 EN|RU) continues WFP’s human capital development, capacity building and productive asset creation activities to enhance the resilience and livelihoods of the poor and vulnerable, with a focus on food systems strengthening across three core pillars: (i) Social Protection and Active Labour Market strengthening; (ii) Climate Change Adaption, Disaster Risk Management & Emergency Preparedness; and (iii) Schools as platforms for healthy diets. In addition, a contingent emergency response outcome can be activated in case of need.

WFP is committed to diversity and inclusion within its workforce. WFP has zero tolerance for sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority or discrimination. 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.