Job Opportunities at The World Food Programme (WFP)

Accountability

Under the direct supervision of the Shipping Officer (Head of WFP Mombasa Sub Office) and the overall supervision of the Senior Logistics Officer (Head of Logistics, WFP Kenya), the Logistics Officer will be responsible for the following:

Logistics Officer Job Responsibilities

• Within the WFP policies and procedures, ensure effective integration of sea, port and surface transport operations (and with air operations if/when applicable), including co-ordination with logistics service providers, Government authorities and other related organisations in the area;
• Liaise with the various WFP Offices in the region and Headquarter in order to plan the receipt, clearing, storage and forwarding of cargo in line with the Regional Offices’ pipeline requirements;
• Provide leadership for the day to day shipping, port and freight forwarding operations, supervising the shipping, surface transport and invoice processing sections to ensure tasks are accomplished in a manner consistent with organizational requirements.
• Together with the port captain and the warehouse/port logistics officer, ensure efficient port logistics operations in order to achieve timely, efficient and cost effective delivery of WFP cargoes, safeguarding the integrity of the cargo at all times;
• Supervise staff, identify training needs and ensure that all staff are adequately trained and inducted in order to achieve high working standards.
• Prepare unit logistics work plans and guide operational sections towards achieving the set key performance indicators/KPI;
• As applicable, update/design for approval Standard Operating Procedures for the operations under your area of responsibility;
• Protect WFP interest through prompt and correct execution of existing logistics contracts;
• Gather market intelligence through research and networking; conduct trend analysis to contribute effectively in improving the quality of the operations, project documents and general contracting;
• Actively participate during food security strategic review, the foundation to develop Country Strategic Plan (CSP)
• Ensure close performance monitoring and evaluation of WFP’s appointed service providers;
• Ensure accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are regularly maintained;
• Advise on logistics management, structures and optimum staffing levels;
• Identify and build productive relationships with counterparts in the key supply chain functions, NGO’s,
• Governments and private sector to share knowledge and resources to ensure a coordinated delivery of food assistance.
• Perform other related duties as assigned.

Qualifications for the Logistics Officer Job

• Advanced University degree in Transport Economics, Supply chain, Logistics, Engineering, Business management or other related field or First University degree with additional years of related work experience
• A minimum of 5 years’ professional experience in a complex port environment working with large commodity volumes.

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Accountability

Under the direct supervision of the Head of WFP Mombasa Sub Office and the overall supervision of the Senior Logistics Officer (Head of Logistics, WFP Kenya), the Logistics Officer will be responsible for the following:

Shipping Officer Job Responsibilities

• Gather as much information on potential transport delays/port congestion to ensure WFP interests are fully covered and share this information with the necessary/concerned offices.
• Gather market intelligence through research and networking , conduct trend analysis to contribute to operational efficiency.
• Coordinate with WFP Vessel Agents for prompt berthing and smooth load/discharge operations. Oversee that propel- documents are received and submitted to local Authorities to ensure no delays in cargo clearance and vessel loading/discharging arrangements.
• Coordinate with WFP’s cargo superintendent company and/or Vessel’s port representatives prior to vessel arrivals to protect WFP interests during vessel operations and to ensure full cargo quantity in good condition is always loaded/ discharged.
• Ensure contracted Stevedoring companies are fully prepared to handle the load/discharge operations by introducing himself/herself to them prior to vessel’s arrival into port. Review and be aware of WFP
• Superintendence arrangements to ensure adequate measures are in place for commodity quality control and any immediate actions can be taken to safeguard the commodities and WFP interest at all times.
• Ascertain logistics reporting and monitoring of dispatches and deliveries and quality control, if required.
• Monitor the performance of WFP contractors and report on their performances.
• Supervise and monitor vessel load/discharge at berths and, if required, take any necessary corrective actions to obtain the most cost efficient and timely operations in order to avoid or minimise demurrage charges;
• Report on a daily basis to the Head of WFP Mombasa Sub Office and OMLS/OMLT at Headquarters on vessel load/discharge and all relevant related information;
• Report immediately about lost and damages. Documentary support of such damages to be sent to the Legal
• Department in the Headquarters. Intervene in cases of damaged cargo and arrange for adequate inspections, sampling, testing and final settlement of disputed cargoes;
• Full control for the liner shipments, including the overland arrivals if need;
• Participate in the development of further improvements in procedures, documentation and reporting of the WFP Operation;
• Carry out Logistics Capacity Assessment of Ports if requested by WFP;
• Provide experience/expertise on Shipping related matters to WFP staff in country during the course of his/her assignment.
• Ensure the staff is properly briefed on the Standard Port Operation procedures and responsibilities of WFP Vessels/Stevedores/Superintendents and Forwarding Agents with clear understanding on the points where risk is transferred;

Qualifications for the Shipping Officer Job

• Advanced University degree in Transport Economics, Supply chain, Logistics, Engineering, Business management or other related field or First University degree with additional years of related work experience.
• A minimum of 5 years’ professional experience in a complex port environment working with large commodity volumes.

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Job Purpose

To deliver a full range of HR support services to ensure accurate implementation of WFP policies and procedures and facilitate the effective functioning of a client-focused and strategy-oriented HR services.

HR Associate Job Responsibilities

• Provide assistance on a wide range of complex HR queries and follow up actions, to ensure consistent and high quality HR services are delivered to clients.
• Allocate responsibilities and support on-the-job learning and development of junior support staff, to ensure they have adequate knowledge of HR systems and procedures required to perform their duties and subsequently can contribute to the provision of effective HR services.
• Identify evolving needs of the organisation and recommend changes in HR processes and procedures, to support improvements in HR services.
• Analyse and respond to various internal and external queries, to ensure that clients are well-informed and that HR team activities are aligned with broader WFP objectives.
• Review and compile a variety of data on staff recruitment and selection, contractual conditions, entitlements, performance and training requirements, workforce, etc., to support analysis and reporting needs.
• Support activities in the areas of work allocated by the professional officer in compliance with relevant processes and procedures.
• Support and deliver on boarding for new staff joining WFP, to ensure that relevant processes are followed and the conditions of terms of service are explained and understood.
• Prepare a range of complex HR documentation required for the specific area of work (e.g. employment contracts, transfer/separation letters, training-related documents, etc.) ensuring accuracy and meeting established deadlines.
• Use HR management systems for reviewing, entering and updating a variety of HR data including monitoring various deadlines (e.g. contract expiration, PACE, etc), ensuring compliance with the established deadlines and accuracy of HR data.
• Co-ordinate the maintenance of confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards
• Monitor staff deployment and handle related administrative actions including preparation of reports, to support efficient HR service enabling WFP to respond quickly to a crisis.

Qualifications for the HR Associate Job

• Completion of Secondary Education. Bachelor’s degree in Human Resource Management or related fields with a HR certification.
• Six or more years of progressively responsible support work experience in general administrative work, including at least three years in human resources or other related field.
• Knowledge of specialised HR administrative work practices and methods, gained through relevant technical training and experience.
• Good communication skills and good understanding of HR principles and their application in order to respond to and resolve a range of HR queries.
• Ability to conduct basic analyses in order to generate periodic reports and make recommendations for further actions.
• Ability to build relationships with a variety of individuals across functions and outside WFP in order to effectively contribute to the functioning of the unit.
• Experience in supervising and co-ordinating tasks of subordinates to be able to train and supervise junior staff members within the HR function.
• Ability to work with minimum supervision and use initiative to perform administrative tasks within broad WFP guidelines and standards.
• Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.