Logistics Assistant

World Food Programme - Occupied Palestinian Territory (oPt)

Vacancy Announcement: 011/2012
Deadline for applications: 29 October 2012

Job Title:Logistics  Assistant   - commodity accounting/logistics payments
Contract :Special Service Agreement (SSA)
Duration :3 months 
Location :Jerusalem Office        

Supervision received:
The Logistics Assistant reports to a Sr. Logistics Assistant dealing with all logistics support functions through the Head of Logistics.

Duties and Responsibilities:
Within delegated authority, the Logistics Assistant will be responsible for the following duties within the area of Food Commodity Tracking and Accounting:
-Record all commodity movements for the entire warehouses under the CO responsibility this include: Discharge: Landside Transport Instructions, dispatches, receipts and any other transactions on a timely manner.
-Record all warehouse transaction such as damages , losses , transformations and reconstitutions 
-Raise the Good receipts (GRs) for all the commodities purchased locally.
-Reconciliation and validation of all the WFP warehouses entries under the CO responsibility such as: Receipts, dispatches, losses, damages and closing stocks.
-All invoices received are recorded in the logistics Payments Tracking sheet then forwarded to Finance for final settlement.
-Ensure that all the invoices are processed and settled within the contractual period
-Record and track all services requested by the operation unit from the various service providers.
-Follow up on the completed requests and in case of delay follow up with the service provider on the invoice submission.
-Reflect all the services requested by logistics unit as commitments in SAP, this include: Customs Clearance, storage in Warehouses, Transport and Handling.
-Regular cost calculation for all the issued LTIs and regular reflection of the cost in SAP.
-Track Demurrage occurrence at Ashdod port and prepare an estimation of the cost.
-Receive the various types of invoices from the services providers and forward them to Finance to acknowledge the receipt of the invoice.
-Verify all the invoices based on type and contract in place.
-Calculate the loss value for any transport or warehouse loss and advise the supplier on the cost to submit a credit note covering the loss cost.
-Attach all kind of supporting documents to each processed invoice based on the service charged for example : Transport invoice should have copy of the signed and approved LTI, Consolidated Delivery Report (CDR) while the Warehousing services payment should have tonnage dispatched and received in the for the concerned warehouse.
-Capture all the distribution reports submitted by the Cooperating partners upon receiving from Programme unit.
-Physical Inventory for both: Monthly and Quarterly are captured based on the data validation and analysis carried out during the reporting period.
-Capture all the related to ETS on a timely manner
-Check and Validate all ETS waybills and receipts to CTS in a timely manner 
-Regular checks on CTS/SAP interface and report any errors and analyze them to be resolved and cleared.
-Regular checks on the open items in SAP for the closed POs and follow up with the concerned colleagues to clear them
-Provide other colleagues within Logistics on a monthly bases summary on the commodity movement during the reporting period, and provide CDRs for Payments processing.
-Verification and validation of cooperating partners receipts and closing stock on monthly bases in coordination with logistics/operation and Programme. 
-Document any extraordinary deletion or modification on the GRs or the dispatches that could be questioned by internal or external party.
-Analyze and validate all COMPAS entries on regular bases to have a clear SPR on time.
-Maintain a proper filing system for all type of commodity movements such as : Landside Transport instruction documents , waybills , receipts and all the warehouses transactions such as losses , damages , physical inventory forms etc
-Perform other related duties as required.

Expected Results:
With initiative and judgement produces organised, accurate and well documented records with well analysed data and addresses unforeseen situations seeking advice and guidance from supervisor, as necessary.

Critical Success Factors:
Ability to review a variety of data, identify and adjust data discrepancies. Identify and resolve operational problems with substantial independence. Ability to obtain or give factual information of a non-routine nature involving interpretation of facts and requiring clarity of expression. Ability to perform detailed work, frequently of a confidential nature and/or to handle a large volume of work systematically, effectively and accurately. Ability to work in a team environment and coordinate assignments to achieve common goals. Ability to deal patiently and tactfully with people of different national and cultural backgrounds.

Minimum qualifications & Experience:
 Education:
Secondary school education, preferably supplemented by courses in human resources, public administration, transport, development economics or other related field.

Experience:
At least four years of progressively responsible support experience including at least two years in the field of finance, accounting, transport, insurance, statistics, operations, administrative services or other related field. At least one year at G4 level or equivalent.

Knowledge:
Training and/or experience utilizing computers including word processing, spreadsheet and other software packages.

Language:
Fluency in both oral and written communication in English and Arabic.

Interested candidates are requested to send their resumes to :
UN / World Food Programme
By E-mail to:   [email protected]

Applications must be received by 29 October 2012@ 02:00hrs

 Only short-listed candidates meeting the required qualifications will be contacted.