WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.
Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.
Job Title: Logistics Associate
Type of Contract & Level: Fixed Term (FT); level_6
Reporting to: Logistics Officer
Duty Station: Kigali Office
Duration: 1 year renewable
ABOUT WFP
The United Nations World Food Programme (WFP) is the world’s largest humanitarian agency, fighting hunger worldwide. WFP Rwanda works in partnership with the Government and other stakeholders through the direct implementation of integrated programmes targeting the most vulnerable people and will progressively shift towards building national capacity to formulate, manage and implement programmes for achieving zero hunger. In implementing its activities, WFP will bridge the humanitarian–development nexus and leverage its extensive experience and the contributions it has made in Rwanda over many decades in order to achieve five strategic outcomes:
- Refugees and returnees in Rwanda always have access to adequate and nutritious food.
- Vulnerable populations in food-insecure communities and areas have improved access to adequate and nutritious food all year.
- Children under 5, adolescents and pregnant and nursing women and girls in Rwanda have improved access to nutritious foods and services that enable them to meet their nutrition needs all year.
- Smallholder farmers, especially women, have increased marketable surplus and access to agricultural markets through efficient supply chains by 2030.
- The Government of Rwanda and the humanitarian community is provided with adequate, timely, cost-efficient and agile supply chain services and expertise necessary to effectively respond to emergency crisis.
WFP Rwanda, Under Strategic Outcome 2, has close engagement in the national school feeding agenda. WFP provides school feeding in food insecure areas and, at the same time, acts as a key technical partner of the Government of Rwanda in developing and expanding the National School Feeding Programme (NSFP) that was launched in 2021, providing school meals in all public schools from pre-primary to the secondary level funded from the national budget. This builds on long-standing collaboration between WFP and the Ministry of Education (MINEDUC) and other ministries on the design of the Programme and its decentralized procurement model. This procurement model empowers schools to take the lead in procuring the ingredients for school meals in their local markets, with a preference given to smallholder cooperatives as suppliers. WFP’s technical assistance has a specific focus on strengthening this procurement model through periodic reviews, technical advice and capacity strengthening at the central and decentralized levels.
ORGANIZATIONAL CONTEXT
This job is found in Rwanda Country Office. Job holder report to a Logistics Officer.
At this level, job holder demonstrate responsibility and initiative to respond independently to queries with only general guidance for all assistance modalities for both WFP and logistics common services. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holder typically manage a small team, supervising and coaching staff.
JOB PURPOSE
The purpose of this position is to support transport, warehouse, and CBT operations to effectively deliver food assistance to beneficiaries. The position reports to the National Logistics Officer.
KEY ACCOUNTABILITIES (not all-inclusive)
Transport Operations:
- Provide specialized support to logistics operations and activities, following standard processes and contributing, directly or indirectly, to the effective delivery of food assistance to beneficiaries.
- Coordinate requisitioning and ensure timely delivery of commodities and supplies to authorized partners and destinations.
- Manage logistics vendors’ contracting activities, including performance monitoring and measurement.
- Support gathering market intelligence and vendor assessments (e.g. transporters, retailers) to support vendor selection.
- Support oversight for commodity accounting data quality and integrity.
- Perform research, collect data and conduct analysis, produce reports (e.g. CSC, financial closure, physical inventory, transport performance) and ensure information accuracy in corporate systems to enable informed decision-making.
- Supervise the work of support staff, providing practical advice and guidance to ensure individual and team objectives are delivered to agreed standards and deadlines for all assistance modalities.
- Support logistics emergency preparedness and response activities, including Logistics Capacity Assessment and Contingency Plan update, to support WFP’s emergency response.
Warehouse Operations:
- Responsible for effectively planning and managing warehouse operations to ensure safe and efficient warehousing and storage of all commodities and supplies.
- Contribute to the review of WFP corporate warehouse standards and procedures to support efficiency and changing business needs.
- Coordinate the receipt/dispatch of commodities to ensure accurate recording, accounting, and reporting is always available to support decision-making.
- Responsible for the accuracy of warehouse transaction records, including identification of discrepancies, to ensure immediate and accurate reporting on commodity movements in line with the corporate requirements.
- Responsible for inventory management (e.g. physical stock verification, reporting, etc.), to ensure any existing and developing issues with regards to proper stock management are timely addressed, and WFP standard procedures for commodity handling and storage are strictly followed.
- Supervise the preparation of regular and ad hoc reports and statistics on warehouse operations to support informed planning and decision-making.
- Oversee safeguarding of commodities through providing guidance on and taking initiative towards implementing preventive measures to ensure that commodities are preserved in good condition and that quality control actions are initiated as appropriate following WFP established procedures.
- Review on periodic basis warehouse space availability, plan and implement new design layouts to support business needs and ensure cost-efficiency.
- Work with internal and external stakeholders to deliver aligned and coherent warehouse services. 10. Identify training needs and efficiently plan training to ensure all staff have the required knowledge and skills to carry out their responsibilities.
- Supervise warehouse staff to ensure high-performance standards
STANDARD MINIMUM QUALIFICATIONS
Education: A Higher National Diploma or university degree in Procurement and Supply Chain Management, Economics, or related fields. A Master’s degree and experience in the above fields is an added advantage Completion of Secondary School education.
Knowledge & Skills: At least six years of professional experience to procurement and Supply Chain management, Economics, or related field.
Languages: Fluency in both oral and written English.
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
- Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
- Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
- Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
People
- Look for ways to strengthen people’s skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
- Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
- Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
- Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
Performance
- Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
- Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
- Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
- Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
Partnership
- Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
- Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
- Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
FUNCTIONAL CAPABILITIES
| Capability Name | Description of the behaviour expected for the proficiency level |
| Supply Chain Management and Optimization | Demonstrates ability to design basic supply chain networks, including appropriately assessing and escalating challenges to ensure that WFP is able to provide consistent and uninterrupted service to its beneficiaries and partners. |
| Planning, Project & Resource Mgmt | Collects and analyses relevant technical data from diverse sources to forecast operational needs under various scenarios and makes evidence-based proposals. |
| Information Management & Reporting | Liaises with internal and external stakeholders to consolidate preliminary data analysis, draft reports and disseminate information that represents concerns and trends. |
| Market Analysis, Contracting and Operational Execution | Demonstrates ability to collect market information and process and analyse proposals in line with WFP standard rules and regulations in order to deliver efficiently. |
| Warehouse and Inventory Management | Demonstrates ability to implement operational warehouse procedures and normative guidance in order to manage WFP’s warehouse, handle inventory effectively through corporate systems, and ensure loss mitigation. |
| Technical Assistance and Coordination | Demonstrates abilities to provide basic technical advice and maintain effective (inclusive, collaborative, unified) logistics coordination mechanisms with humanitarian partners and other relevant stakeholders. |
OTHER SPECIFIC JOB REQUIREMENTS
This section is optional to describe additional responsibilities & knowledge required for the specific job
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
- Experience maintaining corporate systems and running queries on ongoing shipments, pipeline information, insurance claims, and food stock.
- Experience in administering third party service providers’ contracts.
- Experience in compiling contract documentation.
- Experience in contract execution.
- Experience in budget monitoring and reporting.
TERMS AND CONDITIONS
- This position is open for one year with possibility of renewal, depending on fund availability and satisfactory performance.
- WFP offers a competitive compensation package which will be determined by the contract type and selected candidate’s qualifications and experience.
- Please visit the following websites for detailed information on working with WFP. http://www.wfp.org Click on: “Our work” and “Countries” to learn more about WFP’s operations.
DEADLINE FOR APPLICATIONS
Deadline for submitting the online application is on the 03th August 2023.
Qualified female applicants are especially encouraged to apply.
Click here for details & Apply
