The United Nations World Food Programme (WFP) in Mozambique wishes to recruit qualified and experienced Mozambican nationals for the role of Senior Logistics Assistant (Contracting), to be based in Maputo.
Duties
Under the direct supervision of the National Logistics Officer and the overall supervision of the Head of the Logistics Unit, the Senior Logistics Assistant will be responsible for the following duties:
- Assist Leading the Contracting unit - ensuring that the team is trained, knows their duties and deadlines, and receive support and oversight as required
- Guide and supervise support staff engaged in the processing of contract reports and returns from country offices and regional bureaux in the procedures, rules and regulations
- Assist in training of logistics staff and of other units and partners; ensuring that support staff particularly are adequately cross trained and identify gaps or any additional training needs to achieve high working standards
- Initiate administrative actions related to contract information; provide timely and accurate issuance and launch of the various logistics RFQs, assessment, negotiation and review of current tender formats, as well as preparation of LTC recommendations
- Prepare logistics contracts , Agency Agreements and or FLAs for the Clearing & Forwarding, transport, storage of food and non-food items in both emergency and development operations for the Country Office and transit corridor
- Communicate the contracting plan, performance reviews, market findings and results of RFQs to the respective users of the services (SOs and WFP neighbouring country offices)
- FLA negotiation and guidance provided to HoSOs. FLA clearance and budget reviews. FLA cost analysis done regularly to ensure expenditure is within budget
- Analyse, control and maintain data from various sources and take corrective action as necessary; and respond to queries regarding contract data from staff in the unit and elsewhere in the Programme
- Responsible for being prepared for emergencies - identification of market actors (small transporters, boats) in south and centre, identification of rates applicable in emergencies, air fuel transporters etc
- Provide guidance to the staff involved with the review & validation process of rates for transport & other service, new routes and destinations, including the data input and maintenance of the contract related databases
- Prepare statistical tables and standard reports: Quarterly CCTIs, transport allocations to the LTC, etc
- Conduct regular logistics market studies; identify trends and new private sector initiatives, which WFP can benefit from. Monitor commercial activities, update shortlists and make sure all supplier forms are complete and up to date
- Assist SOs ensuring all logistics services provided by the contractors and cooperating partners strictly in line with the agreed contractual obligations; and guide/supervise the performance evaluation process of external service providers
- Implement In-Tend in cooperation with the LO
- Contribute to the design and set-up of WFP new projects through market assessments and logistics capacity assessments
- Perform Logistics Compliance field visits to sub offices and Cooperating Partners
- Evaluate, develop and recommend procedures on logistics contracting. Participate in discussions on new/revised procedures and practices; interpret and assess the impact of changes and make recommendations on follow up actions
- Draft or prepare correspondence to respond to enquiries in respect to relevant contractual matters; review correspondence drafted by other assistants prior to clearance by Officer or Chief, as appropriate
- Perform other related duties as required
Expected Results
- Well organized, reports and/or records, put together independently with only general guidance
- Well organized work with accurate information and databases
- Efficiently supervised team of support staff or work unit
Requisites
Education
- A 3-year post secondary school diploma in administration, management, accounting or finance
- University Degree in Accounting, Finance, Statistics, Mathematics or related fields would be an asset
Experience
- At least 2 years of practical commercial/professional experience in the fields of finance, accounting, budget, audit including transportation and ancillary sectors: port operations, shipping, clearing and forwarding, air operations, large scale road/rail transport and distribution management
- Familiarity with LTSH work (Budgeting and Fund management and transport); Experience with computers, including good proficiency of SAP/WINGS, MS Word, MS Excel, MS PowerPoint and other standard software packages and systems; General knowledge of rules, regulations and procedures governing procurement administration
Language
- Fluency in English and Portuguese is required
Critical Success Factors
- Sound judgment
- Ability to extract, interpret, analyze and format data and to resolve operational problems
- Ability to work with minimum of supervision
- Supervise and train support staff
- Work effectively with people of different national and cultural backgrounds
- Ability to work with accuracy under time constraints and pressure
- Deal patiently and tactfully with staff members and others and to have a high sense of confidentiality, initiative and good judgment
Notes
- WFP regrets its inability to respond individually to each applicant. Only shortlisted and recommended candidates will be contacted
- WFP will not return submitted documents. Applicants are therefore advised to submit only copies of requested documents
How to Apply
1. Documentation
- Letter of application
- Detailed and updated CV
- Copies of university or college certificates
- Copy of the identification card
- Three references with their names, title and contact details (physical address, email address and cell number)
2. Application
- Submit your Documentation in a sealed envelope marked "Confidential" with the Vacancy Number "11/2014" to the following address: WFP Representative and Country Director - World Food Programme - 1302, Zimbabwe Avenue - Maputo