Logistics Assistant (Invoicing)

Job Purpose: Under the supervision of the Logistics Associate, the incumbent will be responsible for raising purchase orders and verifying invoices in compliance with WFP financial processes and procedures. This includes ensuring that corporate systems are accurately updated with relevant budget codes, vendor details, quantities, contract rates, and terms. The incumbent will also create and maintain Service Entry Sheets (SES) in WINGS, confirming the accuracy of the Transportation Purchase Order (TPO) details before approving service delivery confirmations. Additionally, they will ensure that service providers submit their claims promptly, adhering to WFP’s corporate transport and logistics standards.

 The selected candidate must be able to produce accurate and organized work and have good communication, attention to details and teamwork skills to ensure effective and timely support services.

Key Responsibilities (not all-inclusive, nor exhaustive):

• Provide support to logistics operations and activities, following standard processes and facilitating, directly or indirectly, the effective delivery of food assistance to beneficiaries.
• Support timely ordering and delivery of commodities and supplies to authorized partners and destinations.
• Support management of logistics vendors’ contracting activities including performance monitoring and measurement.
• Respond to a variety of technical queries/requests for support, following standard processes, and obtaining guidance as required, to ensure timely and accurate resolution of all enquiries with a high standard of client service mind-set.
• Contribute to budget preparation, monitoring and revision for all delivery modalities, ensuring adherence to relevant procedures and in compliance with corporate standards.
• Assist in monitoring inventory management processes to track trends and account for the inventory status from source to beneficiary.
• Assist in management of commodity accounting data quality and integrity.
• Support operational pipeline analyses, assessments and operational planning for all delivery modalities.
• Collect and compile data, produce and/or contribute to reports (e.g. CCTI, SPRs, financial closure, physical inventory, transport performance) and ensure information accuracy in corporate systems in support to informed decision-making.
• Liaise with internal and limited number of external stakeholders to support efficient logistics operations management.
• Provide guidance to other support staff, in order to assist them in completing standard tasks to agreed standards and deadlines.