Assistant(e) Logistique

Job Posting Organization:
The World Food Programme (WFP) is the world's largest humanitarian organization dedicated to saving lives in emergencies and using food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. Established in 1961, WFP operates in over 80 countries, employing thousands of individuals committed to humanitarian efforts. WFP's mission is to ensure that no one goes hungry, and it strives to create a world where everyone has access to the food they need to lead healthy and active lives. The organization emphasizes diversity and inclusion, encouraging applications from individuals of all backgrounds and experiences. WFP has been recognized for its efforts, notably being awarded the Nobel Peace Prize in 2020 for its work in combating hunger and promoting peace.

Job Overview:
The Assistant(e) Logistique position is crucial for enhancing WFP's logistical operations. The role involves supporting the planning of needs, budget management, PR/PO cycles, invoice processing, and documentation management within SAP systems, including WINGS. The Assistant will ensure compliance, traceability, and efficiency in transport and logistics services. This position requires a proactive approach to operational and administrative support for logistics activities, including transport and associated services, ensuring accurate financial estimations, prompt processing of purchases and invoices, meticulous database management, and effective coordination with relevant units. The Assistant will play a key role in maintaining the integrity of logistical operations and ensuring that WFP's mission to provide humanitarian assistance is met with efficiency and effectiveness.

Duties and Responsibilities:

• Collaborate with sub-office managers to establish monthly expenditure plans for all transport and associated logistics activities.
• Monitor PRs initiated on FTC funds across various projects, ensuring follow-up until final PO approval in the system.
• Receive, verify, and process all invoices related to transport and logistics services, tracking payment processing with the Finance team.
• Account for all payments related to transport and logistics, as well as expenses related to fund reservations.
• Liaise with the Programme, Administration, auxiliary offices, and Warehouse to ensure accurate budgeting and data entry for FTC expenditures.
• Conduct quarterly budget analysis for FTC and submit for approval to the Logistics Chief and director" style="border-bottom: 1px dotted #007bff !important;">Country Director via the regional office.
• Maintain an updated billing register and produce regular reports on logistics activities as needed.
• Keep the logistics invoice tracking database (ITS) updated weekly with the status of receipts, validations, and payments.
• Maintain proper filing and accounting records for all logistics payments, both physical and electronic. 1
• Implement procedures and recommendations to improve invoice tracking and processing; inform Finance and Logistics of any issues that arise. 1
• Work closely with Commodity Accounting and the BPO unit for proper tracking of FTC-related data. 1
• Ensure proper use of SAP for all activities related to invoice processing and commitments.

Required Qualifications:
• Post-secondary diploma in logistics, administration, accounting, management, or a related field. • Relevant experience (3-5 years) in logistical support, invoice/payment management, PR/PO processes, and budget tracking, ideally in a humanitarian context. • Proficiency in Excel and tracking databases; knowledge of WFP systems/procedures (SAP, IPSAS, FTC) is preferred. • Familiarity with Commodity Accounting and electronic archiving. • Strong organizational skills, attention to detail, integrity, and the ability to meet deadlines; excellent written and oral communication skills in French (English is an asset).

Educational Background:
Candidates must possess a post-secondary diploma in logistics, administration, accounting, management, or a closely related field. This educational background is essential to ensure that the candidate has the foundational knowledge necessary to perform the duties associated with logistical support and management effectively.

Experience:
The position requires 3 to 5 years of relevant experience in logistical support, invoice and payment management, PR/PO processes, and budget tracking. Experience in a humanitarian context is highly desirable, as it provides the candidate with the necessary understanding of the unique challenges and requirements of working in emergency situations.

Languages:
Fluency in French is mandatory, as it is the primary language of communication within the organization. Proficiency in English is considered an asset, as it may facilitate communication with international colleagues and stakeholders.

Additional Notes:
This position is a Service Contract for a duration of 6 months, with a start date of December 1, 202

• The role is based in Pointe-Noire, Republic of the Congo. WFP offers a highly inclusive, diverse, and multicultural working environment, along with an attractive compensation package. The organization is committed to providing reasonable accommodations for individuals with disabilities throughout the recruitment process. Candidates are encouraged to ensure their profiles are complete and accurate, including employment records, academic qualifications, and language skills. Only shortlisted candidates will be notified, and all employment decisions are made based on organizational needs, job requirements, merit, and individual qualifications.