Logistics Assistant, Johannesburg

Logistics Assistant, Johannesburg 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. For more on WFP and what we do, please go to http://bit.ly/Y8YbUj. JOB PURPOSE To ensure that data and information pertaining to WFP stocks in the region are reconciled in a timely manner, in order to facilitate for smooth and expedient Resource Transfer of stock balances from closing projects to the new Country Strategic Programmes (CSPs) and Interim Country Strategic Programmes (CSPs), as part of IRM activities. Under direct supervision of the Snr. Regional Logistics Officer, and within context of transition of current project framework to the new Country Strategic Programmes (CSPs) and Interim Country Strategic Programmes (CSPs), related to Corporate Integrated Road Map (IRM), the incumbent will perform the following key responsibilities; KEY ACCOUNTABILITIES (not all-inclusive) Key responsibilities: Collect and collate data and information on Project Closure dates for all projects in the region, derived from Closure Alerts, Corporate Systems (WINGS/LESS), and communication with Programme Unit (Project Cycle Management - PCM), and other sources, and disseminate alert reminders to Resource Transfer focal points in the region. Using LESS and other corporate systems reports review the status of stocks for Resource Transfer (open quantities in projects), whilst liaising with counterparts in Country Offices to ascertain correctness of system data. This will also include review of relevant system transactions such as outstanding Loans and Repayments. Monitor Project End Dates for all closing projects and ensure Physical Stock Counts are performed by Country Offices at Project End Dates, vis-à-vis reconciliation of System vs Physical Stocks. Compile list of system stocks (Batches and Quantities) for Resource Transfer in Closing Projects, using standard corporate Stock Resource Transfer Templates and guidelines. Review and reconcile Resource Transfer lists in tandem with Country Offices and Headquarters counterparts, to ensure physical and system stocks alignment. Follow up with Country Offices to ensure correct Resource Transfer lists are endorsed by Country Office Management, for onward timely submission to Headquarters units for processing. Subsequently, follow up with Headquarters (Commodity Accounting, Finance and Budget & Programming Units), to ensure correct action is taken on Transfer of stocks and resources. Establish a system for receiving IRM-related support queries from RBJ COs ensuring that these are dealt with in minimal time or escalated further to WFP Hqs. Manage proper documentation and filing of endorsed Resource Transfer lists, together with system reports ascertaining completed Resource Transfers. Liaise with relevant unit focal points in the Regional Bureau, Country Offices and Headquarters, such Supply Chain (Funds Management), Programme, Finance, Budget & Programming, and Activity Managers involved in Resource Transfer process, as and when required. Prepare and disseminate relevant Resource Transfer Reports to focal points in Regional Bureau, Country Offices and Headquarters, outlining data on Stocks Available for Resource Transfer, Stocks Transferred In/Out of Projects, and Financial Closure Reports, among others. Perform any other duties related to stock cutover and Resource Transfers, as and when required. 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. FUNCTIONAL CAPABILITIES Capability Name Description of the behaviour expected for the proficiency level Supply Chain Management and Optimization Displays aptitude at monitoring and reporting on supply chain operations to enable teams to efficiently assess the performance and sustainability of current networks. Planning, Project & Resource Management Supports the planning, forecasting & resource management efforts of own team by collecting data from diverse sources. Information Management & Reporting Collates accurate and timely information and data to enable informed decision making on reporting within individual unit and consequently the greater humanitarian community. Market Analysis, Contracting and Operational Execution Ability to collect and collate necessary information to enable WFP to make informed operational decisions. Warehouse and Inventory Management Demonstrates ability to implement operational warehouse procedures and normative guidance in order to manage WFP's warehouse, handle inventory effectively through corporate systems, and ensure loss mitigation. Technical Assistance and Coordination Demonstrates awareness of the importance of technical assistance and coordination with key stakeholders and an ability to carry out logistics activities, respecting individual mandates and programme priorities. STANDARD MINIMUM QUALIFICATIONS Education: Secondary school education supplemented by technical/university certificates or courses in a field related to Logistics/transport activities, data analysis/management, Finance and accounting and information technology Language Proficiency in writing and verbal communication in English is requisite. Working knowledge in French and/or Portuguese is desirable. DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE Experience One or more years of experience in Logistics in one or more of the transportation and ancillary sectors or Finance and accounting and Information technology. Knowledge and skills Knowledge on designing basic supply chain networks, including appropriately assessing and escalating challenges to ensure that WFP is able to provide consistent and uninterrupted service to its beneficiaries and partners. Ability to collect and analyse relevant technical data from diverse sources to forecast operational needs under various scenarios and make evidence-based proposals. Excellent knowledge of standard computer applications including word processing and spreadsheets. Knowledge of SAP and relational database management systems is desirable. Knowledge on Accounting and analysis. DEADLINE FOR APPLICATIONS 24 January 2019 This is an 11 months contract

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