Shipping Assistant, SSA4, Mombasa

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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.

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

Based in the Field Office in Mombasa, the Shipping Assistant reports to the Head of Mombasa Field Office or designate, and is under the functional supervision of the Head of Shipping Unit in Mombasa.

JOB PURPOSE

The Shipping Assistant will provide broad cross-functional support in a specific business stream and encompass both administrative and operational support responsibilities.

KEY ACCOUNTABILITIES (not all-inclusive)

• Monitor vessels expected time of arrival and in consultation ULEASES tool and shipping lines, prepare Weekly Shipping report and circulate to other WFP Offices and partners.
• Receive and record all incoming shipping documents for the expected vessels and check if they are in good order. In case of any missing document or error to promptly follow up with shipping Load Ports Forwarding Agents, keeping shipping HQ in copy.
• Share shipping documents for the expected arrivals with the nominated Clearing & Forwarding Agents, Superintendent, Protecting Agent and other notify parties for timely clearance of cargo from port.
• Draft and sent out shipping correspondences such as Letter of Instruction to clearing agents, superintended and other parties, waivers for any irregular charges by authorities or shipping lines or as may be required for smooth operation.
• Organize and participate vessel pre-arrival meetings for chartered ships including Somalia Time charter, days before vessel arrivals to ensure all parties are ready for sooth discharge / loading operation.
• Constantly follow up with Clearing and Forwarding agents on customs documentation processing for commodity delivery/dispatch/ export or re-export and update other WFP colleagues on the readiness for cargo loading/railage and coordination.
• Follow up GCMF sales and coordinate customs documentation with clearing agent for re-export.
• Make physical visits to customs offices and Port Authority to try and unlock any deadlocks encountered by Clearing & Forwarding Agents during documents processing through Customs.

• Maintain proper filing of shipping documents for easy of retrieval and reference; these include all correspondences and documents related to ships in their respective ship files attaching the superintendence reports.

• Access and update Vessel Arrival dates, Discharge Commence dates & Discharge Completion dates on real-time basis.

• Support on container and charter vessel allocation to different clearing agents and maintain a tracking report for the same.
• Coordinate the update of daily and weekly shipping reports done by clearing agents and cross-check for accuracy.
• Assist in preparing and producing various ad hoc reports that may be requested by management occasionally.
• Assist in digitalization and streamlining of shipping unit data for easy update and reference.
• Undertake cross – functional role to support vessel discharge and Time Charter loading at the port.
• Other as required.

STANDARD MINIMUM QUALIFICATIONS

Education and Experience:

• Completion of secondary education. A post-secondary certificate in the functional area considered is desirable. or equivalent professional experience or extensive relevant shipping experience.
• Demonstrated experience in planning and organizing multiple tasks
• Experience with internal systems used to track current shipments, supplies, claims and food inventory.
• Experience in data analysis (on goods, funds, etc.) and reporting.
• Experience providing technical assistance with the use of internal systems.

Knowledge & Skills:

• Excellent communication, interpersonal and networking skills • Well organized and detail oriented, able to work independently and on a team • Demonstrates ability to adapt engagement approach in the context of evolving partner circumstances and expectations

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level Supply Chain Management and Optimization for Shipping Demonstrates ability to critically assess existing activities within the Supply Chain and appropriately escalate and/or reach out to other Supply Chain Services to ensure that WFP is able to provide consistent and uninterrupted service to Country Offices, thus contributing to effective upstream coordination. Planning, Project & Resource Mgmt Collects and analyses relevant technical data from diverse sources to forecast operational needs under various scenarios and makes evidence-based proposals. Information Management & Reporting Liaises with internal and external stakeholders to consolidate preliminary data analysis, draft reports and disseminate information that represents concerns and trends. Shipping Market Analysis, Contracting & Operational Execution Demonstrates the ability to negotiate and manage small contracts/portions of larger contracts and execute operational plans within own teams, coordinating with and managing relevant parties within the S/C to achieve defined goals. Shipping Performance Measurement & Quality Control Demonstrates ability to enforce adherence to WFP's operating and quality standards within own teams to ensure that shipping operations are carried out in a high quality, safe, timely, and responsible manner. Specialized Technical Knowledge in Shipping Demonstrates ability to encourage increased utilization of shipping tracking systems to drive efficiency, minimize losses, and ensure on-time delivery of shipments to WFP beneficiary regions.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Identifies opportunities to improve shipping operations effectiveness.
• The incumbent will ensure effective and timely liaison with logistics counterparts at all stages of the operations.

TERMS AND CONDITIONS

Type of Contract: Special Service Agreement

Duty Station: Mombasa, Kenya

Contract Duration: 11 months

• Kindly note; Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
• The World Food Programme DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.
• WFP embraces diversity and equal opportunity. We are committed to building a team that celebrates diversity and inclusivity in all ways.
• All employment is decided on the basis of qualifications and merit.
• Applicants profile MUST match the C.V attached. Any discrepancies between the C.V and the profile will lead to automatic disqualification.

DEADLINE FOR APPLICATIONS

Applications for this position will close at 11:59 p.m. (East African Time) on 5th 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.