UNWFP - Beirut CO - Logistics Assistant (Invoicing) SC5

WFP Lebanon encourages female candidates and people with disabilities to apply.

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

WFP is dedicated to fostering diversity, equity, and inclusion. Our recruitment process is inclusively crafted to welcome candidates of all backgrounds, celebrating diversity and ensuring a respectful environment for all. We aim for an accessible and fair recruitment journey. Should you need any reasonable accommodations or have accessibility concerns, please reach out to us confidentially at lebanon.recruitment@wfp.org (and copying in global.inclusion@wfp.org). Our DEI team is here to ensure your full participation in our recruitment process.

Organizational Background:

Assisting more than 115.5 million people in 120 + countries each year, the World Food Program (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies, and helping individuals and communities find life-changing solutions to the multiple challenges they face in building better futures.

In conflict situations, we bring relief to exhausted populations and use food assistance to build pathways to peace and stability – work for which WFP was awarded the Nobel Peace Prize in 2020.

WFP Lebanon provides cash assistance to Syrian refugees and in-kind assistance to vulnerable Lebanese, while supporting the Government in strengthening social safety nets. WFP supports resilience-building activities, and its school meals programme improves nutrition and school attendance. Since October 2023, WFP has provided food and cash assistance to people affected by the conflict and has scaled up its food assistance including the distribution of daily meals following the recent escalation.

To know more about WFP’s mission, please check the below video:
https://www.facebook.com/WorldFoodProgramme/videos/10154930622760178/  

 

Job Purpose:

Under the supervision of the Logistics Associate, the incumbent will be responsible executing logistics commodity accounting and tracking for inbound and outbound shipments within WFP systems, 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 accurate alignment between system records and physical warehouse stock and are directly involved in preparing and maintaining all required documentation, including waybills, goods receipt notes, and stock reports.

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):

    Within delegated authority and under the direct supervision of Logistics Associate, the incumbent will be responsible for the following duties:

• 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, to assist them in completing standard tasks to agreed standards and deadlines.
• Perform other related duties, as required.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience: At least 5 years in logistics and/or warehousing or invoicing operation preferably in food commodities.

Language: Fluency in both oral and written communication in English. Knowledge of Arabic/French language is an advantage.

Required Experiences for entry into the role:

• • Experience in tracking inbound and outbound shipments
  • Experience in invoice verification
  • Good analytical and communication skills
  • Experience in downstream logistics
  • Experience in warehouse management and warehouse inventory
  • Ability to assess performance of third-party logistics providers
  • Experience analyzing data (on commodities, funds, etc.) and drafting reports.
  • Knowledge of MS Office and Excel.