Logistics Assistant (Contract Execution), G5 at World Food Programme (WFP)

The World Food Programme is the food assistance branch of the United Nations and the world's largest humanitarian organization addressing hunger and promoting food security.

 

Logistics Assistant (Contract Execution), G5

  • Job TypeFull Time
  • QualificationFirst School Leaving Certificate
  • Experience5 years
  • LocationNairobi
  • Job FieldLogistics 

Job Purpose

  • To implement timely, efficient and compliant contracting execution and financial verification processes for transportation and logistics services for South Africa/Durban corridor operations.

Key Accountabilities (not all-inclusive)

Contract Execution and Support to payment

  • Ensure fair and transparent execution of contracts.
  • Receive and clarify PO requirements from Durban hub team for port and corridor services.
  • Create POs in WINGS/SAP for Durban hub services in line with WFP financial rules and guidelines, ensuring accuracy in vendor/contract application.
  • Request and process Funds Reservations (FRs) for Durban hub services in coordination with RB and hub staff.
  • Maintain records of Durban hub PO documentation, ensure its completeness and consistency, and share with Finance/CO focal points as required.
  • Process vendor invoices in the corporate system and ensure IPSAS compliance in payment execution.
  • Ensure accuracy and integrity of financial and commodity accounting data when validating invoices.
  • Follow up on outstanding invoices with Finance, COs, and vendors to resolve queries.
  • Maintain up-to-date invoice tracking reports and vendor statements.
  • Support Logistics Officers as needed.
  • Alternate Senior Logistics Associate for Contracting.

Reporting Compliance

  • Support management by preparing reports on invoice age analysis, vendor account status, and outstanding obligations.
  • Escalate issues with POs, Funds Reservations, or funding availability as required.
  • Contribute to compliance with corporate audit standards by ensuring filing, documentation, and traceability of all transactions.
  • Liaise with suppliers, agents, superintendents, and COs to ensure correct documentation is provided at the submission of the invoice and compliance.

Expected Key Deliverables

  • RFQs issued on time, compliant with WFP procedures.
  • Verified invoices processed in the corporate system within internal timelines and vendor credit terms.
  • Accurate and updated invoice tracking reports, vendor statements, and age analysis reports.
  • Filing system for contracting and invoice documentation maintained to audit standards.
  • Queries on invoices/contracts resolved with vendors, COs, and Finance.

Minimum Qualifications Experience

  • Education: Completion of secondary school education. Post-secondary training or university courses in finance, accounting, or supply chain is desirable.
  • Experience: Five years practical experience in supply chain, logistics, invoice verification and vendor management, with exposure to accounts analysis.
  • Languages: Fluency in English (oral and written).

Desired Knowledges Skills

  • Good knowledge of contracting and procurement processes.
  • Strong financial and accounting skills with experience in invoice verification.
  • Familiarity with WFP systems (WINGS/ LESS , invoice tracking).
  • Attention to detail and accuracy in financial documentation.
  • Ability to liaise effectively with vendors, COs, Finance, and Procurement units.

Check how your CV aligns with this job

Method of Application

Interested and qualified? Go to World Food Programme (WFP) on wd3.myworkdaysite.com to apply

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