VACANCY ANNOUNCEMENT WFP/12/09

WORLD FOOD PROGRAMME
VACANCY ANNOUNCEMENT WFP/12/09

This Vacancy is open to male and female candidates. Qualified female candidates are particularly encouraged to apply.

Date of issue: 12 February 2009 Closing Date: 25 February 2009

Job Title: Logistics Assistant (Invoice Processing)
Duty Station: Various locations in Kenya
Post Grade: G4/5 (Service Contract)
Accountabilities: Under the direct supervision of the National Logistics Officer and the overall supervision of the Head of Logistics Unit, the Logistics Assistant (Invoice Processing) will carry out the following tasks:-

Major Duties and Responsibilities:
§ Process invoices for contractors including clearing and forwarding agents, transporters, Cooperating Partners, superintendence and fumigation companies.
§ Create Purchase Orders, Service Entry Sheets for LTSH and external transport in WFP WINGS system.
§ Ensure that payment status for contractors is regularly reconciled to establish all advance payments, loss deductions and final payments due.
§ Monitor the usage and balance of funds available in LTSH fund reservation.
§ Prepare COMPAS generated C.D.R. (Consolidated Delivery Report) and other supporting documents required for invoice processing.
§ Prepare Final Freight Account to ensure that the contactors are aware of any losses/damages to be deducted from their final payments.
§ Prepare statistical reports including CCTI (Committee of Commodities, Transport and Insurance) Report to be submitted to the Regional Bureau/HQ.
§ Reconcile and monitor entries posted in corporate WINGS system to ensure that all items are current in terms of aging.
§ Prepare periodic reports showing status of Logistics commitments posted in WINGS.
§ Prepare periodic reports showing Vendors Payment Status.
§ Maintain and regularly update the Invoice Tracking System.
§ Assist Logistics Officer to prepare LTSH budgets.
§ Update overland and inland transport ledger and maintain a reliable filing system.
§ Perform other related duties as required.

Qualifications and Experience:
Education: Successful completion of secondary school education (KCSE). Diploma in Logistics, Accounting or other relevant field.
Experience: Three to four years’ progressively responsible clerical experience and sound background in invoice processing.
Practical experience in budget preparation and analysis required. Good knowledge and experience in using computers with knowledge of Microsoft software applications (MS Word and Excel).
Skills: Ability to work with minimum supervision, to work quickly and accurately under time constraints and pressure. High sense of initiative and good judgment. Ability to work effectively in a multicultural team environment.
Language: Good written and spoken English

Kenyan nationals meeting the above qualifications are requested to submit a covering letter quoting Vacancy Announcement No. WFP/12/09 along with their current/detailed Curriculum Vitae, photocopies of certificates and name, title and e-mail address of three referees. Envelopes should be marked
CONFIDENTIAL
WFP/12/09 and sent to
Human Resources Officer
World Food Programme
Office B-220, Gigiri
P.O. Box 44482
NAIROBI 00100

Applications must be received by the deadline. Late applications will not be considered. Only short listed candidates meeting all essential qualifications will be contacted.