Logistics Assistant (Invoicing)

By Live Lover -

Job Title: Logistics Assistant (Invoicing)
Post Grade: Service Contract – SC-4
Duty Station: Nairobi, WFP Kenya
Date of issue: 17th May 2013
Deadline for application: 31st May 2013

Accountabilities: Under the direct supervision of the Senior Logistics Assistant, the duties of the Logistics Assistant for Invoice Processing and Funds Management will include the following:

Major Duties and Responsibilities:
 Participate in Field Level Agreement (FLA) budget negotiations with the Cooperating Partners.
 Process invoices for Cooperating Partners and contractors including Clearing and Forwarding Agents, Transporters, Superintendence companies, Warehousing Agents, Porter Management as well as Pest Control companies.
 Create Transport Purchase Orders, Service Entry Sheets for Landside Transport, Storage and Handling (LTSH) in WFP’s Information Network and Global System (WINGS).
 Ensure 100% monthly and yearly WFP International Public Sector Accounting Standards (IPSAS) financial compliance.
 Ensure that payment status for logistics related services contractors is regularly reconciled to establish all loss deductions and final payments due.
 Prepare the Consolidated Delivery Report (CDR) generated from the corporate commodity tracking system (COMPAS) and other supporting documents required for invoice processing.
 Prepare Final Freight Account to ensure that the contractors are aware of any losses/damages to be deducted from their payments.
 Assist the Senior Logistics Assistant and the Logistics Officer to prepare statistical reports including Committee on Commodities, Transport and Insurance (CCTI) report to be submitted to the Regional Bureau and Headquarters.
 Reconcile and monitor entries posted in the corporate WINGS system on a monthly basis to ensure that all items are current in terms of age
 Prepare periodic reports showing Vendors Payment Status. Regularly update the Invoice Tracking System.
 Prepare material and conduct periodic training of service providers and WFP staff on Invoicing Procedures.
 Update all the invoice ledgers and maintain a reliable filing system.
 Perform other related duties as required.

Qualifications, Experience, Language and Critical Success Factors:
 Successful completion of secondary school education (KCSE) preferably supplemented by technical or university courses in a field related to WFP logistics/transport activities.
 A minimum of three years progressively responsible support experience including at least one year in the field of accounting, transport, insurance, statistics, operations or another related field. Good knowledge and experience in using computer software applications (MS Word, Access and Excel).
 Background in invoice processing and practical experience in data analysis would be an added advantage. Ability to work with minimum supervision, to work quickly and accurately under time constraints and pressure. High sense of initiative and good judgment. Ability to work effectively in a multicultural team environment.
 Working knowledge of WINGS/SAP and COMPAS is desirable.
 Ability to review a variety of data, identify and adjust data discrepancies, identify and resolve operational problems.
 Ability to communicate moderately complex matters clearly and concisely.
 Ability to perform detailed work of a confidential nature and/or to handle a large volume of work possibly under time constraints.
 Ability to work effectively with people of different national and cultural backgrounds, to deal patiently and tactfully with staff members and others and to have a high sense of confidentiality.
 Good written and spoken English and fluent Kiswahili.
Results Expected:
 Produces organised, accurate and well documented records conforming to required format with well analysed data. May provide guidance on office practices to staff in lower grades.

Kenyan nationals meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/17/13 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/17/13 and sent to:- Human Resources Officer
World Food Programme
P.O. Box 44482
NAIROBI 00100

 WFP is an equal opportunity employer and does not charge a fee at any stage of the recruitment process.

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