Assistant(e) de gestion logistique – Gestion des Fonds & Facturation

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 1963, WFP operates in over 70 countries and feeds more than 90 million people annually. The organization is committed to diversity and equal employment opportunities, encouraging qualified candidates from all backgrounds to apply. WFP's mission is to eradicate hunger and ensure security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security, with a focus on vulnerable populations. The organization has received the Nobel Peace Prize in 2020 for its efforts in combating hunger and promoting peace.

Job Overview:
The position of Assistant(e) de gestion logistique – Gestion des Fonds & Facturation is crucial for the effective management of logistics and financial operations within the WFP. The role involves providing technical assistance in planning and monitoring billing activities for the logistics unit. The assistant will work under the general supervision of the director" style="border-bottom: 1px dotted #007bff !important;">Country Director and the Supply Chain Unit Head, and directly report to the Logistics Officer in charge of fund management. The primary objective is to ensure efficient service delivery through effective management of funds and invoice processing. The assistant will be responsible for various administrative tasks related to financial management, ensuring compliance with organizational standards and procedures, and contributing to the overall mission of WFP in Haiti.

Duties and Responsibilities:
The main responsibilities of the Assistant(e) de gestion logistique include managing the invoice processing workflow in WINGS, from the creation of Purchase Orders (PO), Service Entry Sheets (SES), and Goods Receipt Notes (GRN) to the submission of payment requests to the Finance unit. The assistant will serve as the focal point for creating Purchase Requests (PR) and Service Entry Sheets (SES) for logistics. They will prepare payment requests in LESS for transport invoices and create temporary SES for logistics services at the end of each month in compliance with IPSAS. The assistant will track invoices over 15 days old, liaise with Commodity Accounting, stores, Procurement, Finance, and logistics service providers regarding invoice issues, and archive payment copies sent to Finance. Additionally, the assistant will gather information from various sources to prepare budgetary, accounting, financial, and statistical reports, conduct monthly expenditure forecasts, and respond to technical inquiries while adhering to standard procedures. Other tasks may be assigned by the supervisor or Supply Chain Unit Head.

Required Qualifications:
Candidates must have completed secondary education, with a post-secondary certificate in a relevant functional area being desirable. A minimum of four years of progressively responsible professional experience in invoice processing and fund management is required, along with administrative experience. Proficiency in Microsoft Excel, including advanced functions, pivot tables, and data visualization tools, is essential. Candidates should have experience contributing to budget performance analysis and data collection related to supply chains. Strong interpersonal skills, tact, and courtesy in communication with colleagues and suppliers are also necessary.

Educational Background:
The educational requirement for this position includes the completion of secondary education. A post-secondary certificate in a relevant field is preferred, which would enhance the candidate's qualifications for the role.

Experience:
The position requires at least four years of professional experience in progressively responsible roles related to invoice processing and fund management. Candidates should have a solid background in administrative tasks and demonstrate the ability to handle financial operations effectively.

Languages:
Fluency in French is mandatory, while knowledge of English and Haitian Creole is considered an asset. Proficiency in these languages will facilitate effective communication within the organization and with external partners.

Additional Notes:
This position is a full-time contract for a duration of 12 months, based in Port-au-Prince, Haiti. The WFP encourages applications from women and individuals with disabilities, ensuring an inclusive recruitment process. The organization does not charge any fees during the application process and emphasizes the importance of submitting applications through their online recruiting system. Only shortlisted candidates will be contacted for interviews and tests, and all employment decisions are based on merit and organizational needs.