Logistics Assistant (Air Operations)

VACANCY ANNOUNCEMENT WFP/03/13
Job Title: Logistics Assistant (Air Operations)
Post Grade: Service Contract, SC-5 
Duty Station: Dadaab & Kakuma , WFP Kenya
Date of issue: 8th January 2013 
Deadline for application: 22nd January 2013

Accountabilities: Under the direct supervision of the Air Transport Officer, the incumbent will be responsible for the following duties:
Major Duties and Responsibilities
 Meet and dispatch UNHAS aircraft in Dadaab/Kakuma.
 Check–in UNHAS passengers and direct such passengers to departure lounge and assist in obtaining Visas if applicable.
 Coordinate the Weighing, Tagging and Labeling Cargo/Baggage, - Issue Tickets and Boarding Passes to UNHAS passengers originating from or connecting from Daadab/Kakuma.
 Receive and sign for, Pouches / Cargo / Baggage from arriving UNHAS flights and distribute such items to respective Agencies on ground and or transfer connecting Cargo into other UNHAS flights for onward destinations.
 In close liaison UNDSS, WFP security and airport authorities, coordinate security and medical evacuations for UNHAS passengers
 Ensure security and safety of aircraft is maintained whenever the aircraft makes night stops in Daadab or Garissa.
 Supervise the refueling contractors to ensure adherence with safety regulations is maintained
 Continuously Coordinate all UNHAS operations with contractors including the air Operators airport authorities ground handling authorities, refueling companies to ensure efficient and reliability in the delivery of services to UNHAS.
 Coordinate all flight bookings in Daadab and Kakuma including flight connections with other UNHAS flights and direct arriving and connecting passengers for onward destinations.
 Coordinate and liaise with airport and related authorities for emergency response action including medivac and casevac evacuations.
 Closely monitor UNHAS flights through HF radio or telephone for accurate ETA and ATD and other pertinent flight information.
 Using HF or telephone, alert (before landing) UNHAS Nairobi radio room of any security or related safety incidents at or within the vicinity of the airport that may affect the safety of flight
 Assist in the safe storage/custody of any cargo/pouch/baggage that may for unforeseen reasons not be boarded/transferred into connecting UNHAS aircraft and ensure by co-ordination with UNHAS Nairobi that the items are boarded into the next available flight.
 Ensure, through co-ordination with UNHAS Nairobi, that fuel bill invoices are settled to avoid misunderstandings with fuel suppliers / Airport authorities.
 Maintain fuel stock records and alert UNHAS Nairobi in good time of any anticipated short fall of fuel supplies in Daadab and Kakuma.
 Maintain records of all incoming/outgoing mail cargo pouches including proof of their transfer to respective agencies
 In the event that passengers are stranded for reasons such as aircraft breakdowns etc, assist such passengers/crew with transport transfers to and from available agency guest houses (In all cases please inform passengers that they are to pay for their accommodation and may later claim same from their respective agencies).
 Assist in coordinating the re-fuelling of the UNHAS aircraft including ad hoc UNHAS special flights ensuring conformity to relevant UNHAS fuel requisition documentation procedures
 Ensure fuel testing is done in accordance with prescribed procedures
 Ensure that flight safety is not compromised because of neglect in lack of compliance with UNHAS operational procedures
 Ensure that no unauthorized passenger boards UNHAS aircraft unless permission has been obtained from the UNHAS Co-coordinator, unless the nature of the emergency is such that any delay may jeopardize life. Clearly reflect such inclusions on the crew manifest with a remark outlining the details of the passenger and notify UNHAS Nairobi immediately.
 Maintain and disseminate to UNHAS Nairobi Daily and Monthly Flight Reports including fuel records
 Perform other related duties as required.

Qualifications, Experience, Critical Success Factors and Language:
 Successful completion of secondary school education, preferably supplemented by technical qualification in aviation or university degree in business administration, statistics, economics, logistics, transport, shipping, law or other field relevant to WFP Logistics/contracting activities.
 At least four years of progressively responsible support experience including at least two years in the field of accounting, transport, Aviation, insurance, statistics, operations or another related field and distribution management.
 Good knowledge and experience in using computer software applications (MS Word, Excel and Access). Excellent written and spoken English and Kiswahili.
 High sense of initiative and judgment with an ability to perform detailed work, work of a confidential nature and/or to handle a large volume of work possibly under time constraints. Ability to review a variety of complex data, adjust discrepancies and resolve operational problems with substantial independence. Detail oriented with an ability to handle large volume of recurrent confidential work in a systematic manner.
 Ability to deal patiently and tactfully with people of different national and cultural backgrounds.
 Ability to train other staff regarding relevant work responsibilities. Ability to work in a team environment and coordinate assignments to achieve common goals.

Candidates meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/03/13 with their updated Curriculum Vitae, copies of certificates and name, title and e-mail address of three referees. Candidates should also complete a Personal History form (P.11) available on the following link – http://www.unon.org/docs/P11.doc. All documents should be sent in an envelope which must be marked:

CONFIDENTIAL
WFP/03/13 and sent to:- Human Resources Officer
World Food Programme
P.O. Box 44482
NAIROBI 00100 OR deliver to Office B-120, UN Complex, Gigiri.
WFP is an equal opportunity employer and does not charge a fee at any stage of the recruitment process.