Logistics Assistant - Contracting

ACCOUNTABILITIES/DELIVERABLES/ RESPONSIBILITIES:

• Preparation and overall processing of Request for Quotations (RFQ) for all contracts required for the implementation of WFP Logistics operations in Ukraine and the same disseminated as per WFP approved systems (INTEND).
• Ensure the organization of all required meetings related to the contracting process.
• Prepare and disseminate information regarding contract status and any other required information including but not limited to Logistics Contracting Committee (LCC) minutes, Expression of Interest (EOI), Contract Awards, and Note for Record (NFR) documents.
• Evaluate documentation received from companies aspiring to be included in WFP shortlist and present findings to the Supply Chain Officer.
• Evaluate offers received for various RFQ’s and present findings to the Supply Chain Officer.
• Draft or assist in drafting any other correspondence from the Contracting Unit of an official nature or for internal purposes.
• Monitor contract validity dates and other relevant information regarding each contract.
• Ensure advertisement, receipt of documentation, and short-listing of prospective service providers where applicable.
• Contribute to the performance evaluation process.
• Develop contract management tools, templates, methods and processes for contracts. Maintain database of information related to the contracts and perform trend analysis of historical data related to contracts and transport data.
• Transform and modernize contracting processes by making use of new technologies through increased automation.
• Gather market intelligence; keep abreast of developments in the market as well as any regulations affecting the sector, as applicable.
• Assist in contingency planning and logistics preparedness reviews.
• Produce organized, accurate and well well-documented with well-analyzed data and address unforeseen situations while seeking advice and guidance from a supervisor, as necessary.
• Effectively assign work, supervise and train staff, as applicable.
• Act as the primary contact between the Supply Chain Unit and other WFP Units, as well as between WFP and contracted service providers with regards to contracting issues.
• Ensure proper filing of documents used in the contracting process (both manual and electronic).
• Request for performance evaluation from the Field Offices for vendors whose contracts are either expiring or require renewal.
• Update relevant details of warehouses leased by WFP in the ARCHIBUS system.
• Perform other related duties as may be required.
• Other as required.

 Experience Required:

• Good knowledge and experience in using computer software applications (MS Word, Excel and Access).
• High sense of initiative and judgment with an ability to work quickly and accurately under minimum supervision and time constraints/pressure.
• Ability to review a variety of complex data, adjust discrepancies and resolve operational problems with substantial independence.
• Ability to obtain/give information of non-routine in nature involving interpretation of facts requiring clarity of expression.
• High level of cognitive capacity and ability to work independently as required.
• Detail oriented with an ability to handle large volume of recurrent confidential work in a systematic manner.
• Ability to train other staff regarding relevant work responsibilities.
• Ability to work in a team environment and coordinate assignments to achieve common goals.

Education:

• Successful completion of secondary school education, preferably supplemented by technical qualification or university degree in business administration, statistics, economics, logistics, transport, shipping, law or other field relevant to WFP Supply Chain Officer / contracting activities.
• A minimum of three years’ practical working experience in one or more of the transportation and ancillary sectors: port operations, shipping, clearing and forwarding, air operations, large-scale road/rail transport and distribution management.

Language: 

• Fluency in written and spoken English (level C).
• Fluency in Ukrainian/ Russian is an asset.

All employment decisions are made based on 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.

Female Applicants are strongly encouraged to apply.

DEADLINE FOR APPLICATIONS

Thursday, 19 August 2022