Logistics Assistant- Funds Management, Fixed Term. G5. Lilongwe G5

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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 identity and disability.

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

POSITION LISTING DETAILS:

Job Title: Logistics Assistant - Funds Management Type and Level of Contract: Fixed Term, GS5 Functional Unit: Logistics (Supply Chain) Duty Station: Lilongwe (1) Duration of Contract: 12 Months (renewable) Date of Advertising: 17.04.2024 Deadline: 30.04.2024

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.

ORGANIZATIONAL CONTEXT

This job is based at the Malawi Country Office, Lilongwe, Under the overall supervision of the Head of Logistics in Supply Chain. At this level, job holder is 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 holder is 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. In accordance with WFP policies, procedures and guidelines, the incumbent will perform business activities to support Country Office functions in Invoice Processing in order to ensure efficiency of unit performance.

WHY JOIN OUR TEAM?

WFP partners with the Malawi Government, other UN agencies, NGOs, civil society and the private sector, to achieve Sustainable Development Goals (SDGs) by 2030, with a particular emphasis on reaching Zero Hunger (SDG 2), and aligning with government strategies, particularly its Vision 2063.

WFP focuses on innovation, resilience programming and climate change adaptation to address underlying challenges in the food systems.

Our work improves livelihoods for smallholder farmers and other vulnerable populations, with an emphasis on women and youth.

• 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 various countries, 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.
• WFP offers a competitive benefits package including salary, leave plus medical insurance.

KEY ACCOUNTABILITIES (not all-inclusive)

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. Assist in effective funds management including project budgetary review and regular funds management reviews. 3. Assist in formulating project documents including funds management computation and other budgetary issues. 4. Assist in risk analysis/management and monitor the management of risks and report on any actions taken. 5. Assist in running funds analysis through corporate Funds Monitoring tool to check budget utilization and advise Supply Chain Management on any potential risks i.e. surpluses/deficits 6. Timely processing of Logistics transport & services payments to authorized vendors. 7. Ensure that payment functions in SAP system are done according to WFP policies, guidelines and Standard Operating Procedures in place. 8. Ensure query Free Invoices are processed within credit terms and internal timelines set. Process through ITS by attaching supporting documents, performing Invoice Match & sending for approval. 9. Follow up on Queries relating to Invoices in respect of purchase orders, funding and commodity accounting. 10. 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. 11. For Transport Invoices, Invoice analysis to be conducted, OBD to be traced, to ascertain the STO & TPO used by Commodity Accounting Unit (CAU), to map to the correct TPO to be processed. To request for any TPO and or CAU changes based on the analysis. 12. Ensure that payments for Logistics services are processed and made within the stipulated deadlines and credit terms. 13. Conducting weekly automation of SES for Transport POs and validation. 14. Run weekly ITS reports to clear long outstanding invoices. 15. Ensure compliance and adherence to IPSAS and adherence to WFP financial rules and regulations by leading monthly financial closure activities by validating open purchase orders and GRIR, reversing SESs, deleting SESs. 16. Assist with creation of Down Payments/Operational advance as requested by spending units. 17. On-line Filing and documentation management.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in Accountancy, and any other related functional area is desirable.

Experience: At least five years of progressively responsible work experience, including three years in the field of finance, accounting, budget, audit or other related field.

Language: Fluency in both oral and written communication in English, and local language.

OTHER SPECIFIC JOB REQUIREMENTS

• Excellent knowledge of standard computer applications including word processing and spread sheets. Knowledge of Enterprise Resource Planning (ERP) and or use of similar computerized accounting tools. • Experience utilizing computers including word processing, spreadsheet and other software packages; • General knowledge of UN system financial policies, rules, regulations and procedures; • Specialized knowledge of WFP financial and administrative rules and regulations and policies and practices in the specific area of work.

DEADLINE FOR APPLICATIONS

Deadline for receiving applications is 30 April 2024

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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

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.