Avis de recrutement : PAM recrute un.e Associé.e principal.e en logistique (gestion des fonds), Addis Abeba, Ethiopie.

 

 

 

 

JOB PURPOSE

To coordinate and monitor WFP-Ethiopia supply chain Funds management for FOOD projects under ACT01 to ACT05 tasks that includes (Coordinate Invoice Processing, Invoice Processing, Closing Commitment’s, Expenditure Posting, Expiring Grant closure, Internal control, and Field support).

KEY ACCOUNTABILITIES (not all-inclusive)

1. Coordinate Invoice Processing (FOOD)
⦁ Verify invoice are processes timely and accurately in accordance with WFP corporate polices and CO-SOP
⦁ Overseas logistics Invoices Process contracted by HQ for overland, Port operations, & QQ Costs
⦁ Track and monitor invoices processing status posted on Invoice Tracking tool (ITS)
⦁ Ensure warehouse lease advance payments are actualized monthly (SES is posted)
⦁ Ensure all advance payments are recovered back from upcoming vendor invoice
⦁ Generate monthly invoice payment status posted in WINGS
⦁ Closely follow up with CO-finance unit and HQ-finance for final invoice posting and timely actualization of expenses
⦁ Coordinate with CO-Finance to resolve problematic supplier payment matters (VAT returns, vendor bank details)
⦁ Coordinate with CO-Finance to grant ITS user rights for new members in the CO, AO & SO
⦁ Ensure commodity loss recovery from third party during invoice processing
⦁ On-boarding new vendors through training end-to end payment process requirements and timeline
2. Open Items Closure
⦁ Generate open commitments (PO) and pre-commitments (PR) reports periodically and flag long outstanding items
⦁ Follow up and coordinate timely PO closure and ensure un-used commitments released back to pot.
⦁ Monitor PO without STO and ensure PO are created with the right award contract rate.
⦁ Regularly monitor supply chain open items (GR/IRs) to clear vendors accounts with CO-Finance
⦁ Follow up CO-Finance and HQ team on final invoice billing and the actualization of corridor cost share funds
3. Expiring Grants Closure
⦁ Regular follow up and monitor expiring grants balance within 3 months TODs/TDDs for timely closure
⦁ Take appropriate actions to close expiring grants for Food activities in consultation with B&PO.
⦁ Ensure Grant relevant contributions are utilized timely and aligned to donor restrictions in consultation with partnership unit.
⦁ Monitor and provide advice on proper actions related to project closure and resource transfer.
⦁ Initiate the possibility of timely no cost extension requests for expiring grants if planned distributions were not implemented
⦁ On time, if there was late contribution receipt &/or insufficient funding
⦁ Alert potential resource shortfalls/surpluses locked under experiencing grant for reprogramming
⦁ Reallocate grants from one grant to another to move commitments &/or actualized expenditures in line with donor requirements and grant validity periods

4. Internal Control & Compliance
⦁ Ensure monthly, quarterly, and yearly financial compliance according to International Public Sector Accounting Standards (IPSAS).
⦁ Organize and conduct Regular Field support mission to sub-offices and
⦁ Provide on job training for invoice processing using ITS and make compliance assessment in Funds Management.
⦁ Handle all audit queries, follow up recommended actions and audit finding, relates to logistics Invoice Processing.

5. Fixed Cost allocations & Expenditure Control
⦁ Ensure SC staffing costs and other fixed costs are properly allocated and cross charged across different project
⦁ Ensure FLA advance are made on quarterly basis based on latest SC rate in the FLA budget
⦁ Ensure FLA expenses are charged only for relevant FTC costs in line with agreed FLA budget
⦁ Coordinate with programe to get timely partners report and ensure CP report are posted in WNGS timely
⦁ Ensure Fleet operating costs are cross charged to all projects based on tonnage moved
⦁ Ensure Warehouse running costs are charged timely and cross charged to all served projects
⦁ Ensure FTC Costs for Food delivery activities are posted on full cost recovery based on the actual costs
⦁ Ensure FTC Costs recorded on time, when the requested supply chain services are rendered to the client.

6. General Funds Administrations
⦁ Support to the development of supply chain matrix revision
⦁ Collate data and contribute to preparation of accurate and timely reporting,
⦁ Support generating Quarterly Fund monitoring report for RBN.
⦁ Engage in addressing vendors compliant for payment and loss deductions
⦁ Review notes for the record (NFR)/waivers have meet minimum corporate requirement
⦁ Ensure advance funds are actualized monthly /quarterly (SES is posted)
⦁ Calculate semi-annual Commodity Valuation based on lasts supply chain rate using CIF Value
⦁ Assist contracting of new suppliers by participating in an integrated Market assessment
⦁ Contribute for better and smooth SC field operation on invoice processing and funds management

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education or First university degree, in Accounting, Finance, Business Management, Logistics, Supply Chain, Information Systems, or other related fields.

Experience: Secondary school education completion with a minimum of 7 years of working experience OR a Bachelor’s Degree with 5 years of work experience in coordinating finance and operations, leading invoice accounting and grant administration.

Language: Fluency in oral and written communication in English and Amharic is required.

Application deadline : February 23rd, 2023

Apply here