Logistics Assistant (Commodity Accounting)
WFP/30/13
Job Title: Logistics Assistant (Commodity Accounting)
Post Grade: Service Contract, SC-4 Duty Station: Garissa Hub, Eldoret & other duty stations
Date of issue: 23rd July 2013
Deadline for application: 5th August 2013
Accountabilities:
Under the direct supervision of the Senior Logistics Assistant, the incumbent will be responsible for the following duties in their respective duty stations:
Commodity Accounting & General Logistics
Ensure comprehensive commodity accounting for the area of responsibility. This entails COMPAS data capture, reconciliation, data transmissions and back-ups with minimal supervision. The incumbent is expected to be resourceful and ensure all waybills are dispatched and received in COMPAS from the different EDPs. Perform daily transmission of COMPAS data for the entire country via replications between HQ, CO and Field COMPAS sites. This also involves executing systematic audits and reconciliation exercises with the CP to compare records against actual physical;
Process E-notes/Invoices which entail entry of records in the prescribed templates, ensuring tonnages and FDPs are correctly entered, FDP’s distances from the EDP are entered correctly, appropriate KES rates applied and all other relevant inputs correctly done as per procedure.
Stringent monitoring of commodity quality and condition at both WFP and CP managed warehouses to mitigate commodity losses. This requires the monitoring of expiry dates and timely request for fumingation and other pest control measures. Also ensure reconstitution of damaged cargo is done immediately after receiving reports and all data is captured in COMPAS as well as training of logistics CP staff in commodity handling, record keeping and reporting as per WFP guidelines.
Analyze and reconcile COMPAS data and report discrepancies and irregularities to both the Data Analyst and Data Administrator.
Support cash transfers for Cash-For-Asset which includes reviewing work norms reports and preparing cash payment schedules.
Coordinate the process of destruction of condemned commodities and ensure accurate reporting. The process includes compiling all documents, from CP, WFP and Government of Kenya, to justify CP approval up to overseeing the actual destruction and follow-up with the Public Health Officials who supervise the exercise and issue destruction certificates
Ensure weekly stock movement, Monthly SPR and all ad hoc reports are accurately prepared, in the required format, and submitted by set deadlines.
Ensure that the CP provides required reports (as per the Logistics Guidelines) correctly and in a timely manner to the WFP Logistics Unit in Nairobi; Advise the CP on all expected consignments to enable the warehouse team adequate time to plan on receiving the trucks.
Provide second-level support to field team as tasked. This is mainly on the functional areas of COMPAS.
Perform all other related duties as required.
Qualifications, Experience, Critical Success Factors and Language:
Successful completion of secondary school education, preferably supplemented by technical qualification or university degree in business administration, statistics, economics, logistics, transport, shipping, law or other field relevant to WFP Logistics/contracting activities.
Three years of progressively responsible support experience including at least one year in the field of accounting, transport, 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.
Kenyan nationals meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/30/13 with their updated Curriculum Vitae including name, title and e-mail address of three referees, copies of KCPE and KCSE certificates, and other educational/professional qualification certificates and copy of National ID card. 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/30/13 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.
Only short listed applicants will be contacted.b
Job Title: Logistics Assistant (Commodity Accounting)
Post Grade: Service Contract, SC-4 Duty Station: Garissa Hub, Eldoret & other duty stations
Date of issue: 23rd July 2013
Deadline for application: 5th August 2013
Accountabilities:
Under the direct supervision of the Senior Logistics Assistant, the incumbent will be responsible for the following duties in their respective duty stations:
Commodity Accounting & General Logistics
Ensure comprehensive commodity accounting for the area of responsibility. This entails COMPAS data capture, reconciliation, data transmissions and back-ups with minimal supervision. The incumbent is expected to be resourceful and ensure all waybills are dispatched and received in COMPAS from the different EDPs. Perform daily transmission of COMPAS data for the entire country via replications between HQ, CO and Field COMPAS sites. This also involves executing systematic audits and reconciliation exercises with the CP to compare records against actual physical;
Process E-notes/Invoices which entail entry of records in the prescribed templates, ensuring tonnages and FDPs are correctly entered, FDP’s distances from the EDP are entered correctly, appropriate KES rates applied and all other relevant inputs correctly done as per procedure.
Stringent monitoring of commodity quality and condition at both WFP and CP managed warehouses to mitigate commodity losses. This requires the monitoring of expiry dates and timely request for fumingation and other pest control measures. Also ensure reconstitution of damaged cargo is done immediately after receiving reports and all data is captured in COMPAS as well as training of logistics CP staff in commodity handling, record keeping and reporting as per WFP guidelines.
Analyze and reconcile COMPAS data and report discrepancies and irregularities to both the Data Analyst and Data Administrator.
Support cash transfers for Cash-For-Asset which includes reviewing work norms reports and preparing cash payment schedules.
Coordinate the process of destruction of condemned commodities and ensure accurate reporting. The process includes compiling all documents, from CP, WFP and Government of Kenya, to justify CP approval up to overseeing the actual destruction and follow-up with the Public Health Officials who supervise the exercise and issue destruction certificates
Ensure weekly stock movement, Monthly SPR and all ad hoc reports are accurately prepared, in the required format, and submitted by set deadlines.
Ensure that the CP provides required reports (as per the Logistics Guidelines) correctly and in a timely manner to the WFP Logistics Unit in Nairobi; Advise the CP on all expected consignments to enable the warehouse team adequate time to plan on receiving the trucks.
Provide second-level support to field team as tasked. This is mainly on the functional areas of COMPAS.
Perform all other related duties as required.
Qualifications, Experience, Critical Success Factors and Language:
Successful completion of secondary school education, preferably supplemented by technical qualification or university degree in business administration, statistics, economics, logistics, transport, shipping, law or other field relevant to WFP Logistics/contracting activities.
Three years of progressively responsible support experience including at least one year in the field of accounting, transport, 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.
Kenyan nationals meeting the above qualifications are required to submit a covering letter quoting Vacancy Announcement No. WFP/30/13 with their updated Curriculum Vitae including name, title and e-mail address of three referees, copies of KCPE and KCSE certificates, and other educational/professional qualification certificates and copy of National ID card. 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/30/13 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.
Only short listed applicants will be contacted.b
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