Logistics Assistant (Contract Execution), G5 at World Food Programme (WFP)

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 PO requirements from 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/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.
• 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 with 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

• RFQs 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.
• Filing system for contracting and invoice documentation maintained to audit standards.
• Queries on invoices/contracts resolved with vendors, COs, and Finance.

Minimum Qualifications 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 Knowledges 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.