Logistics Assistant (Contracting) SC-5 at World Food Programme (WFP)

Logistics Assistant (Contracting) SC-5 | Kyiv, Ukraine

🚩 Vacancy Announcement n°: 719572

📢 Job Title: Logistics Assistant (Contracting)

📌Type of Contract: Service Contract

➡️ Unit / Division: Supply Chain Unit / WFP Ukraine

📍   Duty Station: Kyiv, Ukraine

➡️ Duration: 12 months (renewable)

⏰ Closing date: 28 April 2023, midnight (Central European Time)

About WFP

The United Nations World Food Programme (WFP), a highly prestigious, reputable & world’s largest humanitarian organization, operating in more than 120 countries and territories, bringing life-saving assistance in emergencies, building pathways to peace, stability and prosperity for people recovering from conflict, disasters and the impact of climate change and supporting sustainable and resilient livelihoods for a world with zero hunger.

At WFP, people are at the heart of everything we do, and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP’s values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

Why work with us?

The war in Ukraine continues to displace people, damage infrastructure, disrupt supply chains and hold back the country’s economy. One in three households is estimated to be food-insecure, rising to one in two in some areas of the east and south.  More than 6 million Ukrainians have been internally displaced and more than 6 million have left the country. Almost 6 million Ukrainians are internally displaced and nearly 8 million are living as refugees in Europe. Many of those who remain have lost their livelihoods, especially in areas close to the front lines. Those who returned are struggling to rebuild their lives, having run out of money or found their homes reduced to rubble.

WFP supports 3 million people every month in Ukraine, using a flexible mix of food and cash assistance. We support people wherever they are, including in areas close to the front line.

What is in for you?

➡️  WFP is a 2020 Nobel Peace Prize Laureate.
➡️   WFP offers a highly inclusive, diverse and multicultural working environment.
➡️   WFP invests in the personal & professional development of its employees through a range of trainings, accreditation, coaching, mentorship and other programs as well as through internal mobility opportunities.
➡️  A career path in WFP provides an exciting opportunity to work across various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.
➡️   WFP offers a competitive benefits package including salary, leave plus a medical insurance.
Join us to make a difference in 🇺🇦 Ukraine, watch this video to know more about us!!

What will you do in this position?

You will support all Supply Chain Contract Management activities and contribute to the dissemination and presentation of accurate and timely data, documenting the status of supply chains and constraints experienced across the operation.

How can you make a difference?

In this position you will have to:

• Preparation and overall processing of Request for Quotations (RFQ) for all contracts required for the implementation of WFP Logistics operations in Ukraine and the same disseminated as per WFP approved systems (INTEND)
• Ensure the organization of all required meetings related to the contracting process.
• Prepare and disseminate information regarding contract status and any other required information including but not limited to Logistics Contracting Committee (LCC) minutes, Expression of Interest (EOI), Contract Awards, and Note for Record (NFR) documents.
• Evaluate documentation received from companies aspiring to be included in WFP shortlist and present findings to the Supply Chain Officer.
• Evaluate offers received for various RFQ’s and present findings to the Supply Chain Officer.
• Draft or assist in drafting any other correspondence from the Contracting Unit of an official nature or for internal purposes.
• Monitor contract validity dates and other relevant information regarding each contract.
• Ensure advertisement, receipt of documentation, and short-listing of prospective service providers where applicable.
• Contribute to the performance evaluation process.
• Develop contract management tools, templates, methods and processes for contracts. Maintain database of information related to the contracts and perform trend analysis of historical data related to contracts and transport data.
• Transform and modernize contracting processes by making use of new technologies through increased automation.
• Gather market intelligence; keep abreast of developments in the market as well as any regulations affecting the sector, as applicable.
• Assist in contingency planning and logistics preparedness reviews.
• Produce organized, accurate and well well-documented with well-analyzed data and address unforeseen situations while seeking advice and guidance from a supervisor, as necessary.
• Act as the primary contact between the Supply Chain Unit and other WFP Units, as well as between WFP and contracted service providers with regard to contracting issues.
• Ensure proper filing of documents used in the contracting process (both manual and electronic).
• Request for performance evaluation from the Field Offices for vendors whose contracts are either expiring or require renewal.
• Update relevant details of warehouses leased by WFP in the ARCHIBUS system.
• Perform other related duties as may be required.

To join us in saving lives, and changing lives, you will need to have…

Education:

Completion of secondary school education. Bachelor’s degree or technical qualification in business administration, statistics, economics, logistics, transport, shipping, law or other field relevant to Supply Chain Officer/contracting activities will be considered as an advantage.

Experience:

• A minimum of five years practical working experience in transportation and ancillary sectors: port operations, shipping, clearing and forwarding, air operations, large-scale road/rail transport and distribution management. A University level degree may substitute part of the required experience.
• Experience in the usage of computers and office software packages (MS Word, Excel) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems is desirable.
• Familiarity and experience with ERP systems would be an asset

Knowledge & Skills: 

• Good knowledge and experience in using computer software applications (MS Word, Excel and Access).
• High sense of initiative and judgment with an ability to work quickly and accurately under minimum supervision and time constraints/pressure.
• Ability to review a variety of complex data, adjust discrepancies and resolve operational problems with substantial independence.
• Ability to obtain/give information of non-routine in nature involving interpretation of facts requiring clarity of expression.
• Detail oriented with an ability to handle large volume of recurrent confidential work in a systematic manner.
• Ability to work in a team environment and coordinate assignments to achieve common goals

Language: Fluency (level C) in both in English and Ukrainian languages.

Before you apply…

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

We aim to achieve parity in our teams in Ukraine. Qualified female applicants are especially encouraged to apply.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.

How do you apply…

To be considered, you are invited to apply via form. CV and cover letter must be submitted in English language.
Only those who are short-listed candidates will be contacted for the next steps of our recruitment process.

We also encourage you to create your candidate profile and set up WFP job alerts to learn more about all the opportunities available to join us and make a difference in the lives of the people we serve.