Shipping Assistant, SSA4, Mombasa at World Food Programme (WFP)

JOB PURPOSE

• The Shipping Assistant will provide broad cross-functional support in a specific business stream and encompass both administrative and operational support responsibilities.

KEY ACCOUNTABILITIES (not all-inclusive)

• Monitor vessels expected time of arrival and in consultation ULEASES tool and shipping lines, prepare Weekly Shipping report and circulate to other WFP Offices and partners.
• Receive and record all incoming shipping documents for the expected vessels and check if they are in good order. In case of any missing document or error to promptly follow up with shipping Load Ports Forwarding Agents, keeping shipping HQ in copy.
• Share shipping documents for the expected arrivals with the nominated Clearing & Forwarding Agents, Superintendent, Protecting Agent and other notify parties for timely clearance of cargo from port.
• Draft and sent out shipping correspondences such as Letter of Instruction to clearing agents, superintended and other parties, waivers for any irregular charges by authorities or shipping lines or as may be required for smooth operation.
• Organize and participate vessel pre-arrival meetings for chartered ships including Somalia Time charter, days before vessel arrivals to ensure all parties are ready for sooth discharge / loading operation.
• Constantly follow up with Clearing and Forwarding agents on customs documentation processing for commodity delivery/dispatch/ export or re-export and update other WFP colleagues on the readiness for cargo loading/railage and coordination.
• Follow up GCMF sales and coordinate customs documentation with clearing agent for re-export.
• Make physical visits to customs offices and Port Authority to try and unlock any deadlocks encountered by Clearing & Forwarding Agents during documents processing through Customs.
• Maintain proper filing of shipping documents for easy of retrieval and reference; these include all correspondences and documents related to ships in their respective ship files attaching the superintendence reports.
• Access and update Vessel Arrival dates, Discharge Commence dates & Discharge Completion dates on real-time basis.
• Support on container and charter vessel allocation to different clearing agents and maintain a tracking report for the same.
• Coordinate the update of daily and weekly shipping reports done by clearing agents and cross-check for accuracy.
• Assist in preparing and producing various ad hoc reports that may be requested by management occasionally.
• Assist in digitalization and streamlining of shipping unit data for easy update and reference.
• Undertake cross – functional role to support vessel discharge and Time Charter loading at the port.
• Other as required.

STANDARD MINIMUM QUALIFICATIONS

Education and Experience:

• Completion of secondary education. A post-secondary certificate in the functional area considered is desirable. or equivalent professional experience or extensive relevant shipping experience.
• Demonstrated experience in planning and organizing multiple tasks
• Experience with internal systems used to track current shipments, supplies, claims and food inventory.
• Experience in data analysis (on goods, funds, etc.) and reporting.
• Experience providing technical assistance with the use of internal systems.

Knowledge & Skills:

• Excellent communication, interpersonal and networking skills
• Well organized and detail oriented, able to work independently and on a team
• Demonstrates ability to adapt engagement approach in the context of evolving partner circumstances and expectations

FUNCTIONAL CAPABILITIES

• Capability Name    Description of the behaviour expected for the proficiency level

Supply Chain Management and Optimization for Shipping    

• Demonstrates ability to critically assess existing activities within the Supply Chain and appropriately escalate and/or reach out to other Supply Chain Services to ensure that WFP is able to provide consistent and uninterrupted service to Country Offices, thus contributing to effective upstream coordination.

Planning, Project & Resource Mgmt    

• Collects and analyses relevant technical data from diverse sources to forecast operational needs under various scenarios and makes evidence-based proposals.

Information Management & Reporting    

• Liaises with internal and external stakeholders to consolidate preliminary data analysis, draft reports and disseminate information that represents concerns and trends.

Shipping Market Analysis, Contracting & Operational Execution    

• Demonstrates the ability to negotiate and manage small contracts/portions of larger contracts and execute operational plans within own teams, coordinating with and managing relevant parties within the S/C to achieve defined goals.

Shipping Performance Measurement & Quality Control    

• Demonstrates ability to enforce adherence to WFP's operating and quality standards within own teams to ensure that shipping operations are carried out in a high quality, safe, timely, and responsible manner.

Specialized Technical Knowledge in Shipping    

• Demonstrates ability to encourage increased utilization of shipping tracking systems to drive efficiency, minimize losses, and ensure on-time delivery of shipments to WFP beneficiary regions.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Identifies opportunities to improve shipping operations effectiveness.
• The incumbent will ensure effective and timely liaison with logistics counterparts at all stages of the operations.