Logistics Assistant SC5 Bishkek

Logistics & Procurement

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 encourage qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity and disability.

Job Title: Logistics Assistant SC5

Grade: SC5

Type of contract: Service Contract Level 5

Duty Station: Bishkek, Kyrgyz Republic

Vacancy Number: 833638

Date of Publication: 14 June 2024

Deadline of Application: 30 June 2024

This vacancy announcement is for Nationals from the Kyrgyz Republic.

PURPOSE OF THE ASSIGNMENT

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

Supervision received: Under the direct supervision of the Head of Supply Chain Unit and with overall guidance from the Deputy Country Director, the Logistics Assistant provides logistics services in the WFP Kyrgyz Republic Country Office 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 Country Office Programme, RAM, Budget and Programming, Administration and Finance units, as well as the WFP Regional Bureau, for resolving logistics-related issues and information delivery. Logistics Assistant will supervise Bishkek warehouse Storekeeper and Logistics Assistant/Forklift Driver as per existing Org Chart.

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive):

1. Provide specialized support to WFP’s and partner’s 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. Ensure 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. CSC report, SPRs, 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 Bishkek warehouse in order to ensue conformity with relevant corporate regulations and country specific SOPs for storage of food commodities and non-food items.
15. Preparation of draft Supply Chain (SC) matrixes/calculations for CSP activities with food component. Quarterly monitoring of SC budget as per established procedures.
16. Backstopping of Logistics Assistant in Osh Sub-Office when/if needed.
17. Accurate data entry on food movement transactions in WFP’s Logistics Execution Support System (LESS) related to food commodities movements, monthly physical inventory, commodity loan and borrowings between CSP activities, etc.
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 of 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, 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).
22. Assist in training of warehouse staff, particularly ensuring that staff members under supervision 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.

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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.

WFP Leadership Framework: Common Standards of Behaviour

Functional Capabilities (Knowledge & Skills):

• 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.

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..

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

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.

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.

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 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.

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Added 9 days ago - Updated 55 minutes ago - Source: wfp.org