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.
