Logistics Officer (Resources Management) at World Food Programme (WFP): (Deadline 28 February 2023)
WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.
Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.
Job Title: Logistics Officer (Resources Management)
Type of Contract & Level: Service Contract (SC); level_8
Reporting to: Head of Supply Chain Management
Duty Station: Kigali Office
Duration: 1 year renewable
ORGANIZATIONAL CONTEXT
The United Nations World Food Programme (WFP) is the world’s largest humanitarian agency, fighting hunger worldwide. WFP Rwanda works in partnership with the Government and other stakeholders through the direct implementation of integrated programmes targeting the most vulnerable people and will progressively shift towards building national capacity to formulate, manage and implement programmes for achieving zero hunger. In implementing its activities, WFP will bridge the humanitarian-development nexus and leverage its extensive experience and the contributions it has made in Rwanda over many decades to achieve five strategic outcomes:
- Refugees and returnees in Rwanda always have access to adequate and nutritious food.
- Vulnerable populations in food-insecure communities and areas have improved access to adequate and nutritious food all year.
- Children under 5, adolescents and pregnant and nursing women and girls in Rwanda have improved access to nutritious foods and services that enable them to meet their nutrition needs all year.
- Smallholder farmers, especially women, have increased marketable surplus and access to agricultural markets through efficient supply chains by 2030.
- The Government of Rwanda and the humanitarian community are provided with adequate, timely, cost-efficient and agile supply chain services and expertise necessary to effectively respond to the emergency crisis.
WFP Rwanda, Under Strategic Outcome 2, has close engagement in the national school feeding agenda. WFP provides school feeding in food insecure areas and, at the same time, acts as a key technical partner of the Government of Rwanda in developing and expanding the National School Feeding Programme (NSFP) that was launched in 2021, providing school meals in all public schools from pre-primary to the secondary level funded from the national budget. This builds on a long-standing collaboration between WFP and the Ministry of Education (MINEDUC) and other ministries on the design of the Programme and its decentralized procurement model. This procurement model empowers schools to take the lead in procuring the ingredients for school meals in their local markets, with a preference given to smallholder cooperatives as suppliers. WFP’s technical assistance has a specific focus on strengthening this procurement model through periodic reviews, technical advice and capacity strengthening at the central and decentralized levels.
BACKGROUND AND PURPOSE OF THE ASSIGNMENT :
Following WFP policies, procedures, and guidelines, the incumbent will perform business activities to support the management of the Supply Chain functions in the Country Office. The incumbent will provide a range of specialized support functions and lead a team performing standard logistics processes and activities to deliver goods and services for all modalities.
Key ACCOUNTABILITIES/RESPONSIBILITIES: (not all-inclusive)
Under the general supervision and guidance of the Head of the Supply Chain Management Unit, the Logistics Officer will be responsible for the following key duties:
Work Stream 1: Supply Chain costs budgeting and Funds Management.
- Lead in Supply Chain cost planning, budgeting, monitoring, and reporting as per procedures.
- Advice on necessary actions to improve Supply Chain cost-efficiencies and effectiveness.
- Conduct financial health checks of Supply Chain Funds using the standard WFP Corporate Funds analysis and monitoring tool, drawing out insights and recommendations to the supervisor to make informed decisions and optimize available funds.
- Review Supply chain matrices to re-align funds requirements against budgets and donor forecasts. Furthermore, monitor grants under supply chain operations in consultation with other relevant units to enable utilization of funds within deadlines while complying with the agreed donor conditions.
- Contribute to preparing project-related Supply Chain/Logistics Plans, funding proposals, budgets, and fund status reports.
- Coordinate the Rwanda Corridor budget development, MOUs, CBAs, grant set-up, and documentation flow with recipient countries.
- Monitor utilization of funds, perform regular reconciliation and advise management on using funds to minimise potential shortfalls or surpluses with periodic and ad-hoc reports.
- Collate data, and Supply Chain inputs required for final CO reports to donors on the utilization of funds on grants issued. Carry out mandatory quarterly Funds Analysis reports to Regional Bureau, HQ, and other relevant stakeholders.
- Review and optimize Invoice processing procedures in the CO, ensuring the timely payments of invoices; establish and maintain a system of invoice tracking from receipt to payment.
- Review & approve invoices on a delegated premise in the Invoice Tracking tool. Coordinate with Finance to resolve problematic supplier payment matters.
- Ensure IPSAS compliance through monthly monitoring of open logistics POs, on-time creation of Logistics SES, Invoice processing and payment.
- Provide oversight, guidance and support to logistics staff performing day-to-day operational activities in line with their duties and responsibilities.
Key ACCOUNTABILITIES/RESPONSIBILITIES (continued): (not all-inclusive)
Work Stream 2: Commodity Accounting and Performance Measurement
- Ensure adequate Commodity Accounting principles and controls about Logistics Execution Support System (SAP) are in place and regularly monitor compliance, including clear documentation flow, good quality documentation and accurate, qualitative, and timely data input
- Ensure monthly physical count exercises are completed, captured in SAP, and reconciled with system data (physical Stocks vs system stock in SAP) per store, warehouse, and date.
- For Global Commodity Management Facility (GCMF) cargo, ensure sales Orders and Internal Purchase Orders are duly processed from the concerned parties at the Country Office and Headquarters level.
- Establish analytical tools based on commodity accounting data to assess logistics performance against allocations.
- Contribute to developing and implementing the Supply Chain Information Management Strategy.
- Act as the focal point for collecting, analyzing, and disseminating Supply Chain information by processing and analyzing data and information and presenting it in the format most useful for analysis (e.g., reports, maps, presentations).
- Perform other related duties as assigned, including logistic assessment and preparation for an emergency.
STANDARD MINIMUM QUALIFICATIONS
Education: Advanced University degree in Business Administration, Supply Chain, Engineering, Computer Science, Statistics, Transport Economics, or management related to the area of work, or a First University Degree with additional five years of related work experience and/or training/courses.
Experience: At least two (2) years of postgraduate professional experience in Business Administration, Supply Chain, Engineering, Computer Science, Statistics, Transport Economics, or management related to the area of work.
Language: Fluency (level C) in English language.
Other Specific Knowledge & Skills for Entry into the Role:
- Experience with ERP systems (SAP) for inventory tracking and transport management is essential.
- Strong writing skills and ability to draft clear and concise reports/concept notes.
- Experience in data analysis, reconciliation of reports, identifying gaps in information and findings, and translating them into information management products to facilitate decision-making.
- Good experience with Microsoft tools such as Excel, Word, and Access desired Experience in Financial and Operations Management with exposure to budgeting, account analysis, and operational and financial reporting.
TERMS AND CONDITIONS
- This position is open for one year with the possibility of renewal, depending on fund availability and satisfactory performance.
- WFP offers a competitive compensation package which will be determined by the contract type and selected candidate’s qualifications and experience.
- Please visit the following websites for detailed information on working with WFP. http://www.wfp.org Click on: “Our work” and “Countries” to learn more about WFP’s operations.
DEADLINE FOR APPLICATIONS
The deadline for submitting the online application is on the 28th of February 2023.
Qualified female applicants are especially encouraged to apply.
CLICK HERE TO READ MORE AND APPLY
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