Logistics Assistant (Billing)-SC5- Islamabad, Karachi

JOB PURPOSE

To implement well-defined standard logistics/supply chain processes and activities to enable effective delivery of goods and services for all delivery modalities.

KEY ACCOUNTABILITIES (not all-inclusive)

• The Post will be accountable for correct timely & payment to the vendors.
• The posts will be responsible to Process the invoices and use funds according to the SOPs.
• Review all the Transport, Milling, Q&Q and other services’ related invoices.
• Ensure supporting documents are complete and are matching with the invoices & Payment requests.
• Check calculations, invoice payable amount with STOs, LTIs, Waybills. Extract support to Payment Report from WINGS & verify with invoices. Prepare/check Penalty calculation report according to data in LESS, Calculate deductions in case of losses. Coordinate with the Operations for STO/LTI related matters.
• Prepare Debit/Credit notes for penalties & adjustment of invoices and send to the vendors for signatures.
• Coordinate with Vendors for any missing documents.
• Match the Invoices in ITS System and submit to Supervisor for approval.
• Review ITS System periodically for outstanding invoices. Take action accordingly for processing of invoices.
• Respond to vendors’ queries for invoice related matters and give detailed periodic feedback to the vendors on their invoice submission time and other invoice related reports.
• Forward all the fund requirement requests to Supply Chain budget focal point in CO   Islamabad.
• Post Purchase Orders & SES in WINGS as and when required. Review Open POs in system and take necessary action accordingly for closure of the same.
• Review FRs regularly and monitor on weekly basis to ensure proper spending of FTC and other allotted funds.
• Get the rectifications posted in case of any discrepancies.
• Prepare Cash Forecasts on monthly Basis or as required.
• Prepare FTC Matrix & other reports as and when required.
• Prepare Vendor creation Forms as and when required and submit the same to Log Assistant Vendor Creation focal point in CO Islamabad.
• Perform other tasks assigned by the supervisor.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
•  Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
•  Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
•  Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.
•  Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
•  Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
•  Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
•  Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
•  Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
•  Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
•  Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
•  Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
•  Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.