Vacancy Announcement: WFP/17/13
Job Title: Logistics
Assistant (Invoicing)
Post Grade: Service
Contract – SC-4
Duty Station: Nairobi,
WFP Kenya
Accountabilities: Under
the direct supervision of the Senior Logistics Assistant, the duties of the
Logistics Assistant for Invoice Processing and Funds Management will include
the following:
Major Duties and Responsibilities:
·
Participate in Field Level Agreement (FLA) budget negotiations
with the Cooperating Partners.
·
Process invoices for Cooperating Partners and contractors
including Clearing and Forwarding Agents, Transporters, Superintendence
companies, Warehousing Agents, Porter Management as well as Pest Control
companies.
·
Create Transport Purchase Orders, Service Entry Sheets for
Landside Transport, Storage and Handling (LTSH) in WFP’s Information Network
and Global System (WINGS).
·
Ensure 100% monthly and yearly WFP International Public Sector
Accounting Standards (IPSAS) financial compliance.
·
Ensure that payment status for logistics related services
contractors is regularly reconciled to establish all loss deductions and final
payments due.
·
Prepare the Consolidated Delivery Report (CDR) generated from
the corporate commodity tracking system (COMPAS) and other supporting documents
required for invoice processing.
·
Prepare Final Freight Account to ensure that the contractors are
aware of any losses/damages to be deducted from their payments.
·
Assist the Senior Logistics Assistant and the Logistics Officer
to prepare statistical reports including Committee on Commodities, Transport
and Insurance (CCTI) report to be submitted to the Regional Bureau and
Headquarters.
·
Reconcile and monitor entries posted in the corporate WINGS
system on a monthly basis to ensure that all items are current in terms of age
·
Prepare periodic reports showing Vendors Payment Status.
Regularly update the Invoice Tracking System.
·
Prepare material and conduct periodic training of service
providers and WFP staff on Invoicing Procedures.
·
Update all the invoice ledgers and maintain a reliable filing
system.
·
Perform other related duties as required.
Qualifications, Experience, Language and Critical Success
Factors:
·
Successful completion of secondary school education (KCSE)
preferably supplemented by technical or university courses in a field related
to WFP logistics/transport activities.
·
A minimum of three years progressively responsible support
experience including at least one year in the field of accounting, transport,
insurance, statistics, operations or another related field. Good knowledge and
experience in using computer software applications (MS Word, Access and Excel).
·
Background in invoice processing and practical experience in
data analysis would be an added advantage. Ability to work with minimum
supervision, to work quickly and accurately under time constraints and
pressure. High sense of initiative and good judgment. Ability to work
effectively in a multicultural team environment.
·
Working knowledge of WINGS/SAP and COMPAS is desirable.
·
Ability to review a variety of data, identify and adjust data
discrepancies, identify and resolve operational problems.
·
Ability to communicate moderately complex matters clearly and
concisely.
·
Ability to perform detailed work of a confidential nature and/or
to handle a large volume of work possibly under time constraints.
·
Ability to work effectively with people of different national
and cultural backgrounds, to deal patiently and tactfully with staff members
and others and to have a high sense of confidentiality.
·
Good written and spoken English and fluent Kiswahili.
Results Expected: Produces
organised, accurate and well documented records conforming to required format
with well analysed data. May provide guidance on office practices to staff in
lower grades.
Kenyan nationals meeting the above qualifications are required
to submit a covering letter quoting Vacancy Announcement No. WFP/17/13 with
their updated Curriculum Vitae, copies of certificates and name, title and
e-mail address of three referees.
Candidates should also complete a Personal History form (P.11)
available on the following link –http://www.unon.org/docs/P11.doc.
All documents should be sent in an envelope which must be
marked: CONFIDENTIAL WFP/17/13 and sent to:-
Human Resources Officer
World Food Programme
P.O. Box 44482
Nairobi 00100
World Food Programme
P.O. Box 44482
Nairobi 00100
WFP is an equal opportunity employer and does not charge a fee
at any stage of the recruitment process.
