Supply Chain Assistant at World Food Programme (WFP)

JOB PURPOSE

The main purpose of the position is to provide supply chain expertise in the field, by providing hands-on support in the counties on a day-to-day basis. This position will be responsible for all county level duties relating to HSCM (Humanitarian Supply Chain Management) Capacity Strengthening, Post-harvest loss initiatives, Food Safety & Quality and Logistics Execution and Support System/ Landside Transport, Shipping & Handling (LESS/LTSH)  support functions to WFP in-kind operations.

County Supply Chain Capacity Strengthening Initiative

• Provide on-the-job training to target county officials on humanitarian supply chain management activities in support hand-over of county level End Distribution Points (EDPs) to county led management as necessary; training approaches to be varied and adapted to context, audience and content as necessary in coordination with the HSC Capacity Strengthening technical lead.
• Support implementation of the retail engagement initiative and related market supply chain linkages and capacity strengthening.
• Support preparation of HSCM capacity strengthening manuals, guidelines, and training materials in collaboration with Supply Chain Unit in Nairobi
• Act as a focal person for supply chain management information systems capacity strengthening activities in the county, providing on job training to users, escalating user issues and liaising with key players in the project.
• Facilitate county initiatives for emergency preparedness and response, including collaboration with relevant county departments and stakeholders to update the county logistics profile, county contingency and response plans for effective and efficient emergency response activities
• Maintain a 3-W stakeholder map of humanitarian supply chain stakeholders in the county in an appropriate format to be developed with the HSC Capacity strengthening technical lead
• Participate in county level supply chain preparedness activities as assigned by supervisor.

Post-harvest Loss Reduction Initiative

• Follow up with target households and farmer organizations on agreed action items, routine data collection and provide hands-on/ field level support on the best supply chain practices to mitigate against commodity losses.
• Facilitate training activities for target beneficiaries/farmer organizations on best commodity handling and storage practices to minimize postharvest losses
• Participate in surveys, assessments, and evaluation missions relevant to PHL on need basis
• Support Food Safety and Quality initiatives at the county level in close collaboration with nutrition, Market Linkages and Supply Chain teams in Nairobi.
• Facilitate training, Food Safety Incident reporting and escalation, and engagement with public health department at the county level to enhance best practices in safe handling of food items and disposal of damaged food commodities under WFP programmes.

Commodity Accounting and Warehouse Functions

• Real time data capture of incoming stocks (receipts) and outgoing stock (dispatches) in WFP’s corporate commodity accounting system – Logistics Execution and Support System (LESS) within 24 hours of completion of daily warehouse activities.
• Monitor incoming stock in LESS and coordinate with Cooperating Partner staff to plan for timely offloading and warehouse space utilization
• Ensure Cooperating Partner staff prepare accurate invoice summaries by 30th of each month and the same forwarded to Nairobi Supply Chain for data entry and processing for payment in WFP’s financial system (WINGS) as per financial guidelines.
• Reconcile Cooperating Partner  (CP) invoices to ensure data is correctly entered. Follow up with CPs to submit invoices by 10th of each month. Sign off invoices and present the same to head of field office for final approval.
• Conduct performance monitoring of Cooperating Partners and other third-party logistics service providers to ensure compliance with contract term and conditions. Prepare periodic reports for submission to the country office on performance on third party logistics service providers.

Commodity Accounting and Warehouse Functions

• Enforce WFP SOPs on incoming foods inspection and perform routine (weekly) premises and commodity inspections
• Accountable for the monitoring of warehouse temperature and humidity thermohydrometers and reporting to Food Safety and Quality Lead on a monthly basis.
• Timely submission of weekly reports on commodity movement on  Monday of each week. Prepare ad-hoc reports on stock position and pipeline status reports as requested.
• Monthly physical count of all stocks of WFP commodities in warehouses and submit report count by 30th of every month.
• Prepare and submit monthly food safety and quality reports .

Commodity Accounting and Warehouse Functions

• Strict monitoring of commodities in CP and WFP warehouses as applicable to ensure safety and quality is maintained to mitigate against any losses.
• Prepare and submit request for fumigation and spraying of infested commodities and the warehouse immediately infestation is identified to mitigate damage to food stocks.
• Prepare and submit for approval any requests for disposal of damaged commodities in accordance with WFP procedures.
• Other assigned by the supervisor.

STANDARD MINIMUM QUALIFICATIONS

Education:

• Completion of secondary school education.
• A post-secondary secondary Diploma in Transport and Logistics, supplies management, Business Administration, Economics, Procurement or other related field is desirable.
• Proven knowledge and experience in using computer software is desired.
• Experience in using enterprise resource portals (ERP/SAP) is desired.

Languages: Fluency in spoken and written English is required.

Work Experience: 

• At least 4 years of working experience in humanitarian fields, busy logistics or warehousing operation, transport, port operations, is desirable.
• Experience in working in Kenya’s ASAL areas, communities and county governments on food security related projects is desired.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Experience using corporate systems to monitor ongoing shipments, pipeline information, insurance claims, and food stock.
• Experience analysing data (on commodities, funds, etc.) and drafting reports. 
• Experience in measuring service providers’ performance against set KPIs.
• Experience in assisting the preparation of contract documentation.
• Experience in providing technical business support in corporate systems.
• Microsoft Excel and Microsoft Word
• Knowledge of SAP/WINGS platform is desirable.
• Effective communication and presentation