World Food Programme (WFP)

Business Support Assistant

World Food Programme (WFP)

Job Description

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 Job holders report to Logistics Officer, a Head of Unit, or the designate. At this level, job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices for all assistance modalities for both WFP and logistics common services. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff. JOB PURPOSE To implement well-defined standard logistics/supply chain processes and activities to enable effective delivery of goods and services for all delivery modalities. KEY ACCOUNTABILITIES (not all-inclusive)  1. Monitor monthly expenditure forecasts and provide expenditure reports in order to facilitate informed decision making per program activity. 2. Prepare service entry sheets (SES) for Supply Chain operations and submitting them for payment through the corporate Invoice Tracking System. 3. 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 4. Contribute to budget preparation representing Supply Chain Unit, monitoring and revision for all delivery modalities, ensuring adherence to relevant procedures and in compliance with corporate standards 5. Provide procedural and technical support within the areas of finance to ensure compliance with WFP financial policies, rules and regulations. 6. Prepare and provide charge codes for travel, payroll and other Supply Chain related activities for in country and overland projects. 7. Monitor Purchase Orders commitments to enable proper system Funds Analysis and ensuring compliance with International Public-Sector Accounting Standards (IPSAS). 8. Support operational pipeline analyses, assessments and operational planning for all delivery modalities. 9. Participate in the Cash Based Transfer Working Group and provide recommendations on the implementation of the modality, in line with the Country Strategic Plan. 11. Provide guidance and on the job training to other support staff, in order to assist them in completing standard tasks to agreed standards and deadlines. 12. Perform Cash Based Transfer Reconciliations for payments as and when required. KEY DELIVERABLES
  1. Regularly review transport payments ensuring that they are processed fully through LESS
  2. Ensure service providers are paid within agreed time stated in their contracts.
  3. Regularly check if payments are processed according to IPSAS compliance.
  4. Check each invoice payment for accuracy of tonnage , vendor, losses , rates, original invoice, supporting documents
  5. Process Service Entry Sheets iand ensure the amounts match with the original supporting documents.
  6. Monitor that payments are charged from the appropriate budget line and GL codes per relevant Activity.
  7. Monitor outstanding commitments regularly and ensure documents are closed on time, through regular review of GR/IR reports as issued by Finance.
STANDARD MINIMUM QUALIFICATIONS Education: Secondary school education, supplemented with a post-secondary Diploma or degree and experience or additional education related to supply chain; logistics, social services, or other related functional area is desirable. Knowledge & Skills: • Proficient in the use of office equipment and computer software packages, such as Microsoft Word. • Knowledge of work routines and methods in order to complete processes under minimal supervision. • Uses tact and courtesy to give and receive information to a wide range of individuals. • Ability to identify data discrepancies and rectify problems requiring attention. • Knowledge in SAP Language: Fluency in both oral and written communication in English, Shona and or Ndebele. DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE At least four years of progressively responsible support experience including at least one year in the field of accounting, logistics, transport,supply chain, statistics, operations, or another related field. OTHER SPECIFIC JOB REQUIREMENTS • 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. Ability to communicate moderately complex matters clearly and concisely TERMS AND CONDITIONS Qualified candidates are requested to submit their application via E- Recruitment  attaching a signed application letter and a signed Personal History Form (P11) available at http://www.unon.org/docs/P11.doc. Applicants are also requested to submit a Curriculum Vitae. Only short-listed candidates will be contacted for the recruitment processes. WFP DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING) DEADLINE FOR APPLICATIONS Deadline for submitting applications is 6 April 2020. Female applicants who are qualified and experienced are especially encouraged to apply WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status. 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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