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WORLD FOOD PROGRAMME VACANCY ANNOUNCEMENT
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Nov 18, 2009, 17:04
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WORLD FOOD PROGRAMME
VACANCY ANNOUNCEMENT
no. VA No. 09/11/045
TERMS OF REFERENCE

Department: Programme Unit
Duty Station: Freetown
Position Title: Senior Programme Assistant (Pipeline Management and Resource Programming)

Post Grade: GS6, Service Contract

DUTIES, RESPONSIBILITIES AND OUTPUT EXPECTATIONS

Under the general supervision of the WFP Deputy Country Director and the direct supervision of the international Programme Officer (Pipeline Management and Resource Programming) - later on under the direct supervision of the Deputy Country Director, the Senior Programme Assistant will perform the following tasks:

1. Assist in the development of a commodity pipeline strategy and call-forward plan for the Country Office; manage the WFP food pipeline and record and monitor loans and repayments - initially with backstopping, later on independently; prepare the Monthly Pipeline Management Report.
2. Analyse and maintain records and prepare reports on food requirements, pledges, purchases and the status of food deliveries; prepare timely call forwards of commodities to ensure timely delivery of food to final destinations. Identify any potential upcoming pipeline breaks; prepare, review and update the monthly Needs and Shortfall Reports for all projects and ensure consistency with the Pipeline Management Report.
3. Forecast levels of donor contributions based on systematic gathering and updating of information; prepare advance financing requests prepare funding proposals for confirmed and high probability contributions in collaboration with programme, logistics and finance unit staff.
4. Programme the utilization of resources made available to WFP, determine how much funds can be made available for local food procurement; prepare import parity forms with analysis based on the FOB price list for each commodity and shipping rates.
5. Provide technical support to the design, implementation and evaluation of projects and budget revisions as well as inter-agency joint programming efforts; participate in programme review committees to ensure adequate consideration of potential resource and pipeline constraints in project implementation.
6. Provide contributions to the monthly financial analysis report. Follow up on any unprogrammed balances so that they are made available.
7. Maintain an overview of budget plans and expenditures for beneficiaries and counterparts (other direct operational costs).

QUALIFICATIONS AND EXPERIENCE

The successful candidate will have a university degree in Economics, Finance, Accounting, Statistics or a related field. She/he will have at least 2-3 years of experience in resource programming and management, preferably in a UN agency or an international NGO. Experience in the use of corporate data base management systems, especially SAP is an advantage.

CRITICAL SUCCESS FACTORS

Ability to perform detailed work and handle a large volume of work quickly and accurately undertime constraints. Excellent mathematical skills and fluency in English are essential. Sound judgment, ability to work independently with minimum supervision and ability to work effectively with people of different national and cultural backgrounds.

Benefits Offered:

WFP offers medical insurance, death and disability insurance, paid maternity and paternity leave, twenty-four days of annual leave and ten UN holidays per year.

Duration of Contract:

10 months renewableApplication Procedure:

Applicants should submit a letter of interest including the names of two referees (kindly indicate referees e-mail addresses) in a sealed envelop marked "Confidential" to the:

Senior Human Resources Assistant
World Food Programme
5H Old Railway Line, Tengbeh Town,
Freetown
and drop it in the WFP Tender Box.
Or send as email with attachments to: Vacancies.SierraLeone@wfp.org

Please mark all envelopes in the top right hand corner and label email subject lines with

VA No. 09/11/045 - Senior Programme Assistant (Pipeline Management and Resource Programming) Freetown
Deadline for receipt of applications "Close of business 24 November 2009"Only short listed applicants will be contacted for written tests and interview.

WFP is committed to gender balance in all functions and at all levels. Female candidates are therefore especially encouraged to apply.

Candidates with physical disability are also especially encouraged to apply; however the WFP office is spread over different floors which may pose an obstacle.


WORLD FOOD PROGRAMME
VACANCY ANNOUNCEMENT
no. VA No. 09/11/045
TERMS OF REFERENCE

Position Title: Procurement Assistant
Location: Country Office in Freetown
Post Grade: Equivalent GS4/GS5
Contract Type: Service Contract

DUTIES, RESPONSIBILITIES AND OUTPUT EXPECTATIONS

Under the general supervision of the WFP Country Director and the direct supervision of the international Procurement Officer, the Procurement Assistant will perform the following tasks:

I. Review purchase requisitions for compliance with procedures, specifications, etc.
2. Ensure that goods receive are of appropriate quality and according to specifications.
3. Ensure that the vendors invoices are submitted for payment promptly.
4. Arrange for and/or attend meetings on day-to-day procurement matters; participate in discussions of new or revised procedures and practices, interpret and assess the impact of changes, and make recommendations for follow-up action.
5. Request quotes/issuance of tender by phone or formal tender; evaluate bids and prepare recommendations for approval.
6. Enter data into procurement-related database.
7. Maintain data into procurement-related database.
8. Draft or prepare correspondence to respond to enquires.
9. Prepare the tenders based on the Purchase Request instructions, for review by the Procurement Officer. Update and track processing of procurement actions.
10. Prepare Purchase Orders and Contracts for review by the Procurement Officer.
I1. Prepare statistical tables and standard reports and maintain a complete and well documented filing of each procurement operation and a procurement related internal database.
12. Brief/debrief staff members on issues related to procurement transactions and respond to queries regarding procurement data from staff in the unit and elsewhere in the Programme.
13. Maintain a very good level of communication both within the Country Office and with suppliers and various partners.
14. Analyse, control and maintain data from various sources in procurement systems and take corrective action as necessary.
15. Verify claims for accuracy and conformance with procurement rules and regulations.
16. Draft or prepare correspondence to respond to enquiries in respect to relevant finance matters.

QUALIFICATIONS AND EXPERIENCE

The successful candidate will have a university degree in Business Management or related field with formal training in procurement principles and standard processes being an advantage. She/he will have at least 5 years of progressively responsible support experience including at least 3 years of experience in an administrative or financial unit or another related field. The candidate must be a fast learner and must show keen interest in familiarizing her/himself with WFP manuals in the area of procurement and with the P4P initiative. She/he must also be able and willing to travel to remote rural areas of the country all year round.

Experience in using computers, including word processing, spreadsheet and other standard software packages and systems are a must. Familiarity with MS Powerpoint and corporate information systems is an advantage as is general knowledge of UN system policies, rules, regulations and procedures governing procurement administration.

Recent graduates and candidates with less than the above experience will be considered if they are able to demonstrate superior scores in university and willing to learn on-the-job

CRITICAL SUCCESS FACTORS

Analytical and conceptual abilities. Sound judgment. Ability to perform precise and detailed work and handle a large volume of work quickly and accurately. Good writing skills and fluency in English. Ability to work in a team under tight deadlines. Ability to work independently with minimum supervision. Ability to establish effective working relations with persons of different social, national and cultural backgrounds. Commitment to the advancement of women and girls. Personal integrity and strict adherence to the UN Code of Conduct performing up to the highest standards of competence, honesty, incorruptibility, cooperation, fairness, commitment, independence, impartiality and discretion.

Benefits Offered:

WFP offers medical insurance, death and disability insurance, paid maternity and paternity leave, twenty-four working days of annual leave and ten UN holidays per year.

Duration of Contract:

12 months - renewable with a probation period of three months.Application Procedure:

Applicants should submit a letter of interest including the names of at least four referees (kindly indicate referees e-mail addresses) and curriculum vitae in a sealed envelope marked "Confidential" to the:

Senior Human Resources Assistant
Wodd Food Programme
5H Old Raitway Line, Tengbeh Town,
Freetown
and drop it in the WFP Tender Box.
Or send as email with attachments to: Vacancies.SierraLeone@wfp.orq

Please mark all envelopes in the top right hand corner and label email subject lines with VA No. 09/11/046 - Procurement Assistant, Freetown

Deadline for receipt of applications "Close of business 24th November 2009"Only short listed applicants will be contacted for written tests and interview.

WFP is committed to gender balance in all functions and at all levels. Female candidates are therefore especially encouraged to apply.


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