Logistics Associate SSA 6

Area of expertise : Supply chain

Country : Namibia

Type of contract : Short term opportunities

Closing date : 12 November 2019, 22:59 GMT

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

ABOUT WFP

The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide.  The mission of WFP is to help the world achieve Zero Hunger in our lifetimes.  Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

STANDARD MINIMUM QUALIFICATIONS

Diploma in Logistics, supply chain management or business administration. A  University degree will be an added advantage.

ORGANIZATIONAL CONTEXT

This job is located in WFP Windhoek (one position) and in the field (two positions in Kavango East & West and Khomas Region), and the job holder typically reports to the Logistics Officer, under general guidance of the Head of Programme. The reporting lines may change depending on the situation. At this level, work is carried out under minimum supervision. Job holders are expected to perform logistic activities and provide accurate reports to support the effective delivery of assistance packages

JOB PURPOSE

Namibia is experiencing one of the worst droughts of the last 35 years affecting Southern African countries, including Namibia. Humanitarian food assistance is urgently required to help prevent further deterioration of the food and nutritional status of the affected populations. The UN World Food Programme (WFP) is responding to the drought with an integrated approach in support of Government’s priorities through provision of general food assistance to 74,432 beneficiaries in the two regions of Kavango East and Kavango West.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Contribute to the plans design and implementation of appropriate logistics systems including warehousing and in-country transport capacity. Establish and maintain logistics plans and delivery plans further to supply availability plans

2. Coordinates with regional warehouses as might be required.  Establish routing and scheduling plans for in-country food distribution and minimize commodity losses.

3. Support shipment planning with regional warehouses. Issue delivery schedules to programme for confirmation.

4. Raise logistics bottlenecks to supervisor for prioritization and support the communication with suppliers to ensure WFP is given priorities.

5. Ensure regular and timely transmission of pipeline, logistics monitoring information, stock levels and distribution status to programmes and logistics focal points at country office level

6. Participate in special management reviews and/or follow-up on audit observations (If any) to assist in the improvement of office procedures and practices related to logistics

7. Inspect WFP regional zone warehouses to ensure quality control procedures are followed.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.

•  Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.

•  Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.

•  Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.

People

• Look for ways to strengthen people’s skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.

•  Create an inclusive culture: Facilitates team building activities to build rapport in own unit.

•  Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.

•  Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.

Performance

• Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.

•  Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.

•  Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.

•  Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.

Partnership

• Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.

•  Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.

•  Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.

•  Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level

Supply Chain Management and Optimization Demonstrates ability to design 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.

Planning, Project & Resource Mgmt Collects and analyses relevant technical data from diverse sources to forecast operational needs under various scenarios and makes evidence-based proposals.

Information Management & Reporting Liaises with internal and external stakeholders to consolidate preliminary data analysis, draft reports and disseminate information that represents concerns and trends.

Market Analysis, Contracting and Operational Execution Demonstrates ability to collect market information and process and analyse proposals in line with WFP standard rules and regulations in order to deliver efficiently.

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 abilities to provide basic technical advice and maintain effective (inclusive, collaborative, unified) logistics coordination mechanisms with humanitarian partners and other relevant stakeholders.

OTHER SPECIFIC JOB REQUIREMENTS

1. Assist in the inventory management (e.g. physical stock verification, reporting, etc.), to ensure any existing and developing issues with regards to proper stocks management are addressed timely and WFP standard procedures for commodity handling and storage are strictly followed.

2. Coordinate and/or receive/dispatch commodities including transshipment (truck to truck) against official approved documentation (e.g. waybills and/or delivery notes) ensuring accuracy in physical count of commodities including the quality in compliance with the established standards.

3.  Review, verify and sign off warehouse and transport documents, and ensure accurate maintenance of confidential files and warehouse transaction records to enable immediate reporting on commodity movements in line with the corporate requirements.

4. Conduct daily warehouse closing reconciliation and accurate inventory checks supporting internal control systems in compliance with the warehouse management requirements.

5.  Perform daily inspections and prepare reports on the quantity and quality of the commodities received/dispatched and handled, detect promptly and analyze reasons for stock discrepancies/damages, investigate missing quantity and prepare warehouse loss reports recommending appropriate solutions, to enable informed decision-making.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

General knowledge of WFP monitoring and evaluation systems and standards, Familiar with standard operating procedures in logistics operations; Quality control and ability to prevent, minimise or deal with losses; Recording and filing skills; computer literacy (MS Word and Excel).

Fluency in both oral and written communication in English. preference will be given to applicants who can speak Rukwangari or other local language used in Kavango.

DELIVERABLES AT THE END OF THE CONTRACT

1. Reconciliation of reports to show minimum losses occurred during contract period, and immediate communication of any spoilt commodities and data discrepancies to the supervisor

2. Keep accurate and precise records with a comprehensive filing system in place on daily basis

3. Transport and routing with scheduled plans for food delivery on request against official and approved documentation

4. Regular and timely transmission of pipeline, logistics monitoring information, stock levels and distribution status to programmes and logistics focal point at country office level

DEADLINE FOR APPLICATIONS

November 12, 2019

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Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.