THE ROLE:
To provide specialized support functions and/or supervise staff performing standard supply chain processes and activities to enable effective delivery of goods and services for all delivery modalities
KEY ACCOUNTABILITIES
Based in the Sub-office in Mombasa, the Supply Chain Associate – Commodity Accounting reports to the Supply Chain Officer (Warehouse Manager). The Supply Chain Associate will provide broad cross-functional support in a specific business stream and encompass both administrative and operational support responsibilities, with a specific focus on data extraction and analysis, and reporting.
Provide specialized support to supply chain 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 supply chain vendors’ contracting activities including performance monitoring and measurement.
Identify, resolve and/or provide recommendations on specialised queries/requests for support, using initiative and following standard processes, to ensure timely and accurate resolution of enquiries with excellent client service mind-set.
Oversee commodity accounting and ensure WFP corporate tools and regulation are followed and used as required.
Monitor and ensure data integrity in (Logistics Execution Support System) LESS and all transactions are recorded in LESS on real time manner and mitigate resolution of any issues affecting this during operation.
Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained.
Consolidate preliminary data analysis, prepare accurate and timely reports to supports supply chain planning to enable informed decision-making and consistency of information presented to stakeholders.
Ensure accurate and timely monthly physical inventories and handle capture, reconciliation and clearance of the same.
Coordinate nonfood item activities, tracking through excel and (Relief Item Tracking Application) RITA system and reconciliations.
Coordinate documentation processing and disposal of non-fit for human commodities
Capacity building of WFP and third-party staff in LESS system and WFP business process
Provide first line technical support to WFP and third-party staff before escalation to Country Office (CO) and Head Quarters (HQ).
Act as the liaison between various units such as transport, shipping, invoicing for coordinated LESS system operations.
Monitor and ensure all vessels and shipments are fully captured and reconciled.
Contribute towards the development of supply chain plans and processes ensuring compliance with wider supply chain policies and WFP standards.
Implement operational warehouse procedures and normative guidance to manage WFP’s warehouse, handle inventory effectively through corporate systems, and ensure loss mitigation.
Support in coordinating warehouse operations and ensure all aligned to standard business process.
Plan and lead on implementation of innovative supply chain operations, initiatives, and programs to ensure timely, efficient, and cost-effective supply of direct or indirect food assistance.
Participate in conducting vendor and market assessments and engage with entities to assess and identify potential supply chain service providers.
Ensure timely and accurate preparation of daily operations reports for invoicing warehouse activities.
Supervise warehouse vendors activities and participate in performance reviews.
Coordinate LESS system credential issuance to third party staff undertaking executions.
Other as required.
DELIVERABLES:
Timely and accurate reports on stock inventory and movement for the Mombasa corridor
Ad-hoc reports for specific meetings: WFP Management, Donors, targeted analysis
Support on physical inventory planning and execution in the system
Provide trainings for internal and external audiences on data management and reporting
The incumbent will ensure effective and timely liaison with internal and external counterparts at all stages of the operations
QUALIFICATIONS AND EXPERIENCE:
Education: Completion of secondary school education. A diploma in Supply Chain, Logistics or related area. A degree in Supply Chain, Logistics or related area is desirable.
Experience: Six or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.
Knowledge and Skills:
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.
Language: General Service: Fluency (level C) in English language.
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