Logistics Assistant (Invoice Processing) job at World Food Programme

World Food Programme

Logistics Assistant (Invoice Processing) job Post

Location: Jobs in Uganda 2022 - 2023

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 07 October 2022

Hiring Organization: World Food Programme

Job Details:

Job purpose
To implement well-defined standard logistics/supply chain processes and activities to enable effective delivery of goods and services for all delivery modalities.

Key accountabilities (not all-inclusive)
Invoice Verification
• Vetting invoices and supporting documents to ensure accuracy and completeness
• Follow up invoice payments ensuring timely processing and closure of open items (POs,
GRN/SES Management
• Prepare service entry sheets and support to payment reports to facilitate the payment process.
• Use LESS reports to analyse and compute food losses and communicate to finance for deduction from supplier payments.

Key accountabilities continued
Support Vendor Management/ supplier development initiatives
• Requesting vendors to deliver invoices and other supporting documents on time
• Support management of logistics vendors’ contracting activities including performance monitoring, new vendor assessments, measurement as well as providing guidance on best practices like documentation and invoice preparation.
• Participate in new vendor onboarding briefing exercises on WFP invoicing process and provide guidance to vendors on how best to reduce errors while invoicing and finance requirements on VAT
Support other Supply Chain Activities
• Support inventory management by participating in monthly stock taking and reporting with ideas to enhance process.
• Involvement in closure of items identified during audit and compliance missions
• Involvement in unit or cross functional / team activities especially building knowledge of and support to the funds management

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.

Qualifications Required (Minimum)
• Degree OR Recognized advanced professional qualification in either Accounting, Business Administration, Logistics, Supply Chain management/Logistics/Business Administration.
• A professional certificate in a related functional area is an added advantage.
Experience Required (Minimum)
• 5 years of experience in logistics, supply chain or operations related work
• Experience in billing, cost and expense management in multilevel budget structure or country operation.
• Strong experience in payment documentation and invoice processing for execution of logistics operations (e.g. warehousing, customs clearance, transport) is an added advantage