Job Title: Logistics Assistant (Invoice Processing)
Organisation: United Nations World Food Programme (WFP)
Duty Station: Kampala, Uganda
United Nations World Food Programme (WFP) 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. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.
Job Summary: The Logistics Assistant (Invoice Processing) will implement well-defined standard logistics/supply chain processes and activities to enable effective delivery of goods and services for all delivery modalities.
Key Duties and Responsibilities:
- 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.
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
Qualifications, Skills and Experience:
- The ideal candidate for the United Nations UN World Food Programme (WFP) Logistics Assistant (Invoice Processing) job placement must hold a 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.
- At least five 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
- 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.
How to Apply:
All candidates who wish to join the United Nations World Food Programme (WFP) in the aforementioned capacity should apply online at the online portal link below.
Deadline: 7th October 2022