Logistics Assistant (Invoicing) SC5 - Maputo (ROSTER) 1

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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.

WFP does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, offer, training, or any other fees). Offers of WFP employment or job openings with requests for payment of fees are fraudulent. WFP does not concern itself with information on bank accounts. Any requests for such payment or information should be refused and reported to local law enforcement authorities for appropriate action and to WFP for its information.

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

t 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)

1. Timely and accurate processing of CBT and Logistics invoices using corporate tools ensuring that these correspond to contract, and service delivered.

• This duty involves ascertaining the availability of correct invoices with all the required documentation before being forwarded to finance.
• Corporate tools e.g WINGS(LESS) and manual Consolidated Delivery Reports (storage, handling and fumigation services) are the basic aids for invoice processing, tracking, reporting and payment status to ensure vendors submit claims within 30 days of service completion and cleared within a maximum period of 5days.

2. Provide guidance to logistics services providers for improvement in invoicing requirements. 3. Identify and build productive relationships with supply chain colleagues and staff within the CO and SO to support an integrated approach to food assistance. 4. Assist on the implementation of Standard Operating Procedures for invoice payment. 5. Collect and compile data, produce and/or contribute to reports (e.g. ACRs, financial closure, physical inventory, service provider’s performance) and ensure information accuracy in corporate systems in support to informed decision-making. 6. Collect and report on information to maximise efficiency of the logistics operations and activities. 7. Actively engage with the service providers to ensure continuity of service. 8. Assisting the invoice tracking focal point in maintaining correct and updated invoice tracking. 9. Ensure proper filing of logistics related documents for easy retrieval and compliance with the audit requirements. 10.Monthly reconciliation and validation of outstanding commitments in the internal systems and follow up with the vendors and responsible units for invoice submissions. 11.In line with IPSAS monthly recognition of expenditure process, analyze and consolidate services delivered using corporate tools and thus effect fund commitments in WINGS. 12.In line with funds management strategy call forward of overland funds from respective country offices on a timely based manner.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable. Experience: At least Five years of relevant work experience in Logistics. Previous experience on invoicing or accounting processes. Previous experience with using invoicing software. Language: Fluency in both Portuguese and English language.

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.

LEADERSHIP FRAMEWORDK - OUR BEHAVIOUR MATTERS

Leads by Example with Integrity

• Lives WFP values and shows humanity and integrity by role modelling care for others

Drives Results and Delivers on Commitments

• Delivers on commitments and adapts readily to change

Fosters Inclusive and Collaborative Teamwork

• Is inclusive and collaborative, and contributes to a culture of learning and personal growth

Applies Strategic Thinking

• Demonstrates commitment to gather perspectives, analyze options and risks, and propose new ways of doing things

Builds and Maintains Sustainable Partnerships

• Builds and nurtures external partnerships & collaborates with partners to deliver common objectives

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.

TERMS AND CONDITIONS

Type of contract: Service Contract, Level 5 Duty Station: Maputo Duration: 12 months This position is open to Mozambican Nationals Only. Female and qualified applicants with disabilities are highly encouraged to apply. Only Shortlisted Candidates will be contacted.

DEADLINE FOR APPLICATIONS

22nd December 2023

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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.