Job Details

Job Description

DEADLINE FOR APPLICATIONS

3 February 2025-23:59-GMT+02:00 Central Africa Time (Lusaka)

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP’s values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube , LinkedIn , Instagram , Facebook , Twitter , TikTok .

WHY JOIN WFP?

• WFP is a 2020 Nobel Peace Prize Laureate.
• WFP offers a highly inclusive, diverse, and multicultural working environment.
• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.
• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.
• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

BACKGROUND:

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. Powered by the passion, dedication and professionalism of over 23,000 staff worldwide, the World Food Programme (WFP) has a presence in over 120 countries and territories to carry out its mission. We bring life-saving food to people displaced by conflict and made destitute by disasters, and help individuals and communities find life-changing solutions to the multiple challenges they face in building better futures. WFP works with governments, other United Nations agencies, non-governmental organizations, private companies and others to mobilize resources, find innovative solutions and reach vulnerable communities with the assistance they need.

JOB PURPOSE

To provide specialized support functions and/or supervise staff performing standard logistics/supply chain processes and activities to enable effective delivery of goods and services for all delivery modalities.

ORGANIZATIONAL CONTEXT

Job holders report to a Logistics Officer or Head of Unit or the designate. At this level, job holders demonstrate responsibility and initiative to respond independently to queries with only general guidance for all assistance modalities for both WFP and logistics common services. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders typically manage a small team, supervising and coaching staff.

ACCOUNTABILITIES/RESPONSIBILITIES:

• Assist in logistics operations and activities by adhering to standard procedures and contributing, either directly or indirectly, to the efficient delivery of food assistance to beneficiaries.
• Facilitate the timely procurement and distribution of commodities and supplies to authorized partners/ beneficiaries and designated locations. Create and maintain Purchase Orders (PO) in WFP’s Information Network and Global System (WINGS) using the correct budget codes, vendor details, quantities, contract rates and contract terms.
• Support the management of logistics vendor contracts, including monitoring performance, evaluating service provider and outcomes. Support data reconciliation in country office and corporate systems to determine validity, ensure accuracy, and make follow-ups, accordingly, supporting informed decision-making.
• Ensure accurate tracing/tracking of invoices and verification for all warehouse and transport service providers and ensure that all invoices are processed within the required period. Take appropriate actions to address issues and recommend improvements in process.
• Address various technical queries and support requests by following standard procedures, seeking guidance when necessary, to ensure timely and accurate resolution while maintaining a high standard of client service.
• Participate in budget preparation, monitoring, and revisions for all delivery methods, ensuring compliance with relevant procedures and corporate standards.
• Help oversee inventory management processes by monitoring trends and maintaining accountability for inventory status from source to beneficiary using WFP systems. Perform daily closing and balancing payments of receipts. Ensure proper filing of invoices, contracts and correspondences related to Logistics funds management.
• Assist in ensuring the accuracy and integrity of commodity accounting data. Collect and compile data, produce and/or contribute to reports (e.g. funds management matrix, power points, ACR, financial closure, vendor performance), and ensure information accuracy in corporate systems in support of informed decision-making.
• Contribute to operational pipeline analyses, evaluations, and planning across all delivery modalities. Liaise with internal and a limited number of external stakeholders to support efficient invoice processing. Ensure proper Fund management reporting with weekly expenditure reports and monthly overall funding status.
• Process documentation required for logistics operations, such as customs clearance and invoice verification, while addressing operational issues and escalating them to the supervisor as needed.
• Gather and organize data, contribute to reports (e.g., LESS, WINGS, financial closure, physical inventory, transport performance), and ensure information accuracy within corporate systems to support informed decision-making.
• Collaborate with internal teams and select external stakeholders to ensure smooth management of logistics operations.
• Support logistics emergency preparedness and response activities including Logistics Capacity Assessment, strengthening and Contingency Plan update, to support WFP’s response in emergencies

REPORTING

The Logistics Assistant will report to the Supply Officer (HoSC).

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:

• Experience maintaining corporate systems and running queries on ongoing shipments, pipeline information, insurance claims for goods and services.
• Experience in administering third party service providers’ contracts.
• Experience in compiling contract documentation.
• Experience in contract execution.
• Experience in budget monitoring and reporting.

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education:

• Completion of secondary school education. A post-secondary Diploma/ University Degree in Supply Chain, Logistics Management or Transport Management.

Experience:

• 5 years’ experience in working within relevant area

Languages:

• Fluency (level C) in English language. Working knowledge of a second official UN language is desirable.

TERMS & CONDITIONS

Only applicable to Zambian Nationals

DUE DATE

3rd February 2025