The Logistics Assistant (Contract Execution), G5, plays a crucial role in ensuring the timely, efficient, and compliant execution of contracting and financial verification processes related to transportation and logistics services, specifically supporting the South Africa/Durban corridor operations.
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 Purchase Order (PO) requirements from the 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/Country Office (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.
- Act as 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 concerning 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
- Requests for Quotations (RFQs) are 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 produced.
- Filing system for contracting and invoice documentation maintained to audit standards.
- Queries on invoices/contracts resolved with vendors, COs, and Finance.
Minimum Qualifications and 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 Knowledge and 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.
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