Senior Logistics Assistant (LTSH) - WFP/IRQ/2014/001 - Baghdad

Under the direct supervision of the Country Logistics Officer the candidate will perform the described generic logistics related duties and responsibilities.

The candidate will be mainly involved in planning fund requirements and dealing with logistics costs, invoicing and financial records.

A strong administrative/financial orientation, with capacity to create and keep records of documents is requested.

Ideally the candidate has logistics backgroung and solid account/finance/administration studies and work experience. The organization will provide training on specific internal tools and procedures, and will highly estimate the background experience and willingness to learn the specific procedures.

Duties and Responsibilities:

1.       Assist with logistics operations including all logistics assets in order to ensure timely and cost-effective delivery of WFP cargoes

2.       Plan fund requirements and deal with logistics costs, invoicing and financial records. 

3.       Assist in the training of staff, particularly ensuring that support staff are adequately trained, cross trained and identify any additional training needs to achieve high working standards;

4.       Follow up on projections of needs and call forward requirements;

5.       Follow the movement of food and non-food items for the projects and operations in the country;

6.       Collect regional and statistical information related to needs in various locations;

7.       Assist the sub-stations in the distribution and control of food and non-food aid;

8.       Organize and supervise the distribution at food at sites and maintain appropriate records;

9.       Prepare contracts for the transport of food and non-food items in both emergency and development operations;

10.   Initiate regular visits to stores to ensure conformity with regulations for storage of food and non-food items;

11.   Maintain cost data on various means of transport in the country;

12.   Deliver WFP standard waybills to those involved in the transport of WFP operations; ensure that the proper paperwork has been prepared;

13.   Assist with the accounting, reporting on food and non-food items and ensure that internal control systems are functioning and that all relevant records are maintained;

14.   Assist in contingency planning and logistics preparedness reviews;

15.   Supervise general service staff as required;

16.   Perform other related duties as required

Desirable skills:

Experience using EXCEL, SAP, Oracle, MS PowerPoint and other accounting software; knowledge of WFP administrative regulations and rules, and WFP policies and procedures in the area of work.

The candidate will be directly involved in assisting in logistics costs (LTSH) management.

LTSH comprises the costs involved to receive, store, transport and distributes the commodities from the completion of external transport through to final distribution

Previous experience in the following tasks is not an obligatory requirement, but is a plus:

Assist in managing the overall LTSH funds managementAssist in projecting LTSH funding requirements per activityMonitoring LTSH balances available Preparing LTSH authorizations Maintaining rates by CO for PA purposesCreate and keep records of Purchase Orders, Service Entry Sheets, for all LTSH servicesMaintain regular tracking of contributions Terminal Obligation Dates and Terminal Disbursement Dates and ensure timely consumption of LTSH fundMonitor deficit or surplus in LTSH funds and ask for LTSH matrix revision if neededMaintain regular update of LTSH revision in line with any operational updatesConsolidate LTSH commitments made and expenditures incurredEnsure that LTSH funds are generated in timely mannerPrepare and review the LTSH matrixReview that invoices have adequate supporting documentsProcess invoices using corporate toolsInvoice tracking from issuance to paymentMaintain cost data on various means of transport in the country

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