Fleet Business Support Associate

Qualified women and people with disabilities are strongly encouraged to apply.

WFP celebrates and embraces diversity.

It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

JOB TITLE: Fleet Business Support Associate

TYPE OF CONTRACT: Fixed Term (FT)

GRADE: GS6

DUTY STATION (City, Country): Goma, Democratic Republic of Congo

DURATION: 12 months

NUMBER OF POSITION: 1

ABOUT THE WFP

The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

ORGANIZATIONAL CONTEXT

With 27.3 million highly food-insecure people, DRC is the largest food security crisis in the world in absolute numbers. The Democratic Republic of the Congo (DRC) has the highest estimated number of food-insecure people worldwide, with 27.3 million people who are food insecure between February and July 2021, representing about 28% of analysed population. Of this figure, 20.5 million people are facing “crisis” levels (IPC Phase 3) and 6.7 million people are facing “emergency” levels (IPC Phase 4) of food insecurity. An additional 41 million people are in a “stressed” state with high risk of slipping into food insecurity. Humanitarian actors continue their assistance operations despite the difficulties of access and insecurity in several provinces of the country; following the crisis in the East, WFP has scaled up its operation in 2022 despite funding challenges.

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

Under the direct supervision of the Fleet manager, the incumbent will work closely with the fleet manager and the Logistics Assistants in the fields, and h/she will be responsible for ensuring the following:

ACCOUNTABILITIES/RESPONSIBILITIES (not all inclusive):

1. Ensure timely processing of the monthly invoices for payment and mission expenses (DSA) of the Service Provider and share with the Fleet manager verification and approval.
2. Share the approved monthly invoices with Finance to request the reimbursement of the related amounts by WFP to the service provider and follow up with finance to ensure invoices are paid.
3. Verification of the service provider’s invoices against the actual services provided to WFP and ensure the invoices are allied with the services provided.
4. Prepare and/or consolidate comprehensive fleet reports, documentation, correspondences, briefing notes, etc for the fleet operations in DRC.
5. Coordinate the overtimes calculation of the service providers to ensure support services are delivered consistently and to the required standards.
6. In coordination with the representative of the manpower service provider, make sure all fleet contracted staff are issued with valid UN contractor badges.
7. Track all procured spare parts in the fleet portal and ensure the (documentation, invoicing, and payment) are done in timely manner.
8. Follow up with finance to ensure PFI, Zint PO and leasing payment of the trucks are done in a timely manner.
9. Make sure fleet Sub Office Procedures (SOPs) are updated and shared with the entire fleet team on the field and support in the preparing of fleet Note for The Record (NFR) upon request.
10. Provide a full range of complex business support services to fleet staff to contribute to the effective functioning of fleet operations in DRC.
11. Provide dedicated executive assistance support to fleet staff and actively seek and use feedback to improve business processes and procedures.
12. Monitor the invoicing process of all partners and admin vehicles repaired in Fleet workshops and ensure payment is received in WFP’ account.

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education:

• University degree in Business Administration, Economics, Logistics or any other related fields.

Experience:

• Six or more years of progressively responsible work of experience in the relative business stream with experience in general administrative work.

Knowledge & Skills:

• Specialized knowledge of the application of common business processes, practical business support methods, procedures and systems used in area of work, gained through technical training and work experience.
• Good communication skills to provide specialized business support services to a wide range of individuals.
• Ability to analyze and interpret financial data and monitor budgets.
• Ability to proactively identify and recommend areas for improvement to the design and delivery of specialized services.
• Ability to build relationship with a variety of individuals across functions.
• Experience in coordinating the work of others and self and training and supporting Others.
• Ability to maintain confidentiality

Languages:

• Fluency (level C) in French oral and written.
• Intermediate level (level B) in English oral and written.
• Knowledge of local language is an advantage.

OUR WFP VALUES :

• Integrity
• Collaboration
• Engagement
• Humanity
• Inclusion

How to apply

Interested candidates who meet the criteria are asked to submit their applications by clicking on the link below:

https://wd3.myworkdaysite.com/recruiting/wfp/job_openings/job/Goma-Congo-The-Dem-RepOf/Fleet-Business-Support-Associate-G6_JR104967

DEADLINE FOR APPLICATION

02/10/2024

Ref.: JR104967

Kindly note the only documents you need to submit at this time are your CV and Cover Letter. Additional documents such as passport, recommendation letters, academic certificates, etc may potentially be requested at a future time.

For candidates who experience problems accessing WFP E-recruitment platform and need accommodations in applying, please contact wfprecruitment@wfp.org mentioning the VA number in the subject line.

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.