Logistics Assistant (Billing)

TERMS & CONDITIONS

• WFP offers a competitive benefits package including salary, pension, leave plus a medical insurance.

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

• The incumbent undertakes the responsibility under the direct supervision of the Logistics Officer (Supply Chain Funds Management), and the overall supervision and guidance of the Head of Supply Chain, Country Office, Pakistan.

ACCOUNTABILITIES/RESPONSIBILITIES:

• Post Purchase Orders & SES in WINGS as per SOPs as and when required.
• Process logistics related invoices, review invoices, prepare penalty calculation report, calculate commodity losses by extracting commodity related costs from the corporate system.
• Check calculations, invoice payable amount with applicable awarded rates, tonnages and NFIs with STOs, LTIs, Waybills. Extract support to Payment Report from WINGS & verify with invoices. Prepare/check Penalty calculation report according to data in LESS.
• Coordinate with Vendors for any missing documents and discrepancies. Coordinate with other relevant staff for other related matters.
• Prepare Debit/Credit notes for penalties & adjustment of invoices and send to the vendors for signatures.
• invoice match the invoices in corporate invoice tracking systems and submit for approval as and when required. Coordinate with transporters and relevant staff in case of any issues.
• Extract & share periodically or as and when required, the open Purchase Order reports against all related funds under projects/activities. Review these open Pos, follow-up with relevant units, Sub Office staff for closure or appropriate action. Take necessary action accordingly for closure of the same.
• Prepare Cash Forecasts on monthly Basis or as required.
• Invoice match the relevant Credit notes in Invoice Tracking System.
• Review ITS System periodically for outstanding invoices and credit notes. Process or take appropriate action on invoices and credit notes appearing as outstanding.
• Review open GR/IR reports periodically follow up the invoices from Transporters.
• Send detailed reports to Transporters and other Vendors biweekly to follow up on outstanding invoices.
• Verify monthly on-demand logistics service provision invoices to customers against service level agreement & Performa Invoices with customers. Tracking and monthly reconciliation with Finance for the funds with Finance & outstanding customers’ invoices and coordinate for follow-up.
• Take appropriate actions to resolve operational issues and escalate complex issues to the supervisor.
• Produce reports as required e.g. Open POs, outstanding invoices and other reports for financial closures and closures of the grants to enable informed decision-making.
• Liaise with internal and external stakeholders to support supply chain and for effective service delivery.
• Identify, resolve and/or provide recommendations on specialized queries/requests for support, using initiative and following standard processes, to ensure timely and accurate resolution of inquiries with excellent client service mind-set.
• Perform any other task assigned by supervisor.

QUALIFICATIONS & EXPERIENCE REQUIRED: 

• Education: Completion of higher secondary school is mandatory. First level university degree in Commerce or Accounts is desirable.
• Experience: Minimum five years of experience in Finance or Supply Chain, including 3 years’ mandatory experience of Transport invoice processing, with UN WFP.
• Knowledge & Skills: knowledge of operating SAP based system & MS Office is desirable.
• Languages: Should be able to communicate both in English & Urdu.

Source: https://wd3.myworkdaysite.com/en-US/recruiting/wfp/job_openings/job/Islamabad-Pakistan-The-Islamic-Rep/Logistics-Assistant–Billing—-SC5—Islamabad_JR106047