Logistics Assistant G5 -
WFP -
South Africa - Johannesburg -
Closing Date : 27 March 2017
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ABOUT WFP
The United Nations World Food Programme (WFP) WFP is recognized as the leading solution provider and partner in the struggle to end hunger and malnutrion and particularly for its efforts to reach those furthest behind first.
Being the frontline agency of the United Nations system that delivers innovative hunger solutions to 81 countries each day worldwide; WFP’s 14,800+ strong staff share a vision and commitment to end hunger by 2030. Tackling the causes -- not just the symptoms – and operating in the remotest corners of the world, with all logistical means necessary, WFP’s results-focussed team provides nutritious and life-saving food and cash assistance when necessary. Bringing unrivalled experience and operating in the world’s most high profile, difficult environments, WFP upholds the humanitarian principles of humanity, integrity impartiality and neutrality.
In successfully achieving the Sustainable Development Goal 2 (SDG 2) i.e Zero Hunger by 2030, the WFP team actively fosters partnerships with governments, communities, local authorities, civil societies, other UN agencies and the private sector.
Being the frontline agency of the United Nations system that delivers innovative hunger solutions to 81 countries each day worldwide; WFP’s 14,800+ strong staff share a vision and commitment to end hunger by 2030. Tackling the causes -- not just the symptoms – and operating in the remotest corners of the world, with all logistical means necessary, WFP’s results-focussed team provides nutritious and life-saving food and cash assistance when necessary. Bringing unrivalled experience and operating in the world’s most high profile, difficult environments, WFP upholds the humanitarian principles of humanity, integrity impartiality and neutrality.
In successfully achieving the Sustainable Development Goal 2 (SDG 2) i.e Zero Hunger by 2030, the WFP team actively fosters partnerships with governments, communities, local authorities, civil societies, other UN agencies and the private sector.
For more on WFP and what we do, please go to http://www.wfp.org/videos/zero-hunger.
JOB PURPOSE
In accordance with WFP policies, procedures and guidelines, the incumbent will perform business activities to support Bureau LTSH functions in Invoice Processing and deliver required services in order to ensure efficiency of unit performance.
KEY ACCOUNTABILITIES (not all-inclusive)
• Ensure that payment functions in SAP system are done according to WFP policies, guidelines and Standard Operating Procedures in place.
• Ensuring accurate and updated invoice tracking reports and registry – Excel and Corporate Invoice Tracking System.
• Processing payments for all Logistics Service Providers.
• Ensure query Free Invoices are processed within credit terms and internal timelines set.
• Follow up on Queries relating to Invoices internally & with Transporters.
• Follow Up and reporting of any internal problems with funding, Purchase Orders and Fund Reservations and to management if required.
• Communicating with all service providers (transporters, agents and superintendents) on status of their invoice payments and attend to queries.
• Liaising with finance unit on invoice payments and attend to queries.
• Reporting to management on invoice age analysis, outstanding payments and other reports on vendor accounts
• Filing and documentation management
• Ensuring accurate and updated invoice tracking reports and registry – Excel and Corporate Invoice Tracking System.
• Processing payments for all Logistics Service Providers.
• Ensure query Free Invoices are processed within credit terms and internal timelines set.
• Follow up on Queries relating to Invoices internally & with Transporters.
• Follow Up and reporting of any internal problems with funding, Purchase Orders and Fund Reservations and to management if required.
• Communicating with all service providers (transporters, agents and superintendents) on status of their invoice payments and attend to queries.
• Liaising with finance unit on invoice payments and attend to queries.
• Reporting to management on invoice age analysis, outstanding payments and other reports on vendor accounts
• Filing and documentation management
Other functions:
- Assist with 1st level review on LTSH Analysis if required.
- Assist with checking of contract validity for Budgets.
OTHER SPECIFIC JOB REQUIREMENTS
• Ensure that payment functions in SAP system are done according to WFP policies, guidelines and Standard Operating Procedures in place.
• Ensuring accurate and updated invoice tracking reports and registry – Excel and Corporate Invoice Tracking System.
• Processing payments for all Logistics Service Providers.
• Ensure query free Invoices are processed within credit terms and internal timelines set.
• Follow up on queries relating to Invoices internally & with Transporters.
• Follow Up and reporting of any internal problems with funding, Purchase Orders and Fund Reservations and to management if required.
• Communicating with all service providers (transporters, agents and superintendents) on status of their invoice payments and attend to queries.
• Liaising with finance unit on invoice payments and attend to queries.
• Reporting to management on invoice age analysis, outstanding payments and other reports on vendor accounts
• Filing and documentation management
• Ensuring accurate and updated invoice tracking reports and registry – Excel and Corporate Invoice Tracking System.
• Processing payments for all Logistics Service Providers.
• Ensure query free Invoices are processed within credit terms and internal timelines set.
• Follow up on queries relating to Invoices internally & with Transporters.
• Follow Up and reporting of any internal problems with funding, Purchase Orders and Fund Reservations and to management if required.
• Communicating with all service providers (transporters, agents and superintendents) on status of their invoice payments and attend to queries.
• Liaising with finance unit on invoice payments and attend to queries.
• Reporting to management on invoice age analysis, outstanding payments and other reports on vendor accounts
• Filing and documentation management
Other functions:
- Assist with 1st level review on LTSH Analysis if required.
- Assist with checking of contract validity for Budgets.
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.
People
- Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
- Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
Performance
- Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
- Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
- Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
- Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Partnership
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
- Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. Post-secondary technical or university certificates/courses in a filed related to finance/accounting.
Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.
General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.
Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.
General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
At least five years of practical experience in creditors and or management accounting with exposure to accounts analysis.
Familiarity with Logistics / supply chain system would be advantageous.
Familiarity with Logistics / supply chain system would be advantageous.
Knowledge:
Experience utilizing computers, including word processing, excel spreadsheet and other software packages. Experience in using SAP.
Experience utilizing computers, including word processing, excel spreadsheet and other software packages. Experience in using SAP.
DEADLINE FOR APPLICATIONS
24 March 2017