Logistics Officer (Cash Based Transfers (CBT) & Markets)

Addis Ababa, Ethiopia
United Nations World Food Programme – WFP Ethiopia

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.

TERMS AND CONDITIONS

JOB TITLE: Logistics Officer (Cash Based Transfers (CBT) & Markets)

Contract Type/Grade: Fixed Term/NOA

UNIT/DIVISION: Supply Chain/Logistics

DUTY STATION (City, Country): Addis Ababa, Ethiopia

REPORTING LINE: Head of Supply Chain CBT/Logistics 

ABOUT 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.

In Ethiopia, WFP is currently assisting more than 2.5 million vulnerable people in various regions in the country each month with relief in-kind food or cash assistance. 

Cash-based Programming: 

The Cash Based Transfers (CBT) interventions continue to be effective instruments to address the immediate and transitional needs of vulnerable populations during crises and emergencies. In Ethiopia, CBTs implemented by the different humanitarian actors have reached and addressed the needs of affected populations in response to different emergencies since the early 2000s. 

CBTs can reduce protection risks, facilitate solutions and improve efficiency and effectiveness in programme delivery. They can also have a multiplier effect in the local economies, contributing to foster positive relations and adaptation within communities, which directly feed into the Sustainable Development Goals. In this sense, CBTs interventions by WFP in Ethiopia are expected to be explored and further expanded. 

ORGANIZATIONAL CONTEXT

This job is found in Addis Ababa WFP Country Office. The jobholders will typically report to the Head of Logistics Unit, the head of CBT, or the designate. Job holders are likely to be working closely with a more experienced professional staff member receiving guidance and regular feedback on work performed.

JOB PURPOSE

Reporting to the Supply Chain Logistics CBT & Markets officer, the post holder will be required to lead and contribute to the Ethiopia country office (including field) supply chain Cash-Based Transfers planning, markets and retail operations, providing analytics and contributions to ensure practical and integrated supply chain approaches, to meet the food assistance needs of beneficiaries and service provision requirements for partners.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Support the overall Supply Chain (SC) strategy and contribute to CO CSP structure(s), capabilities and resourcing required for CBT and hybrid (in-kind plus CBT) programmes;

2. Working with SO managers and cash working group, contribute to the analysis of country Strategic Outcomes (SO) for cash assistance systems by mapping supply chain activities and supporting effective and efficient delivery.

3. Contribute to the CO SC CBT strategy and scale-up planning, guidance and implementation, incorporating best practices to support the development of the CSP (and SOs), ensuring required consultations and collaboration with RBN & HQ SC teams 

4. Contribute as needed the Supply Chain inputs to the transfer modality selection process and operational planning for the selected modalities.

5. Working with Procurement, Programme, IT and Finance and SOs teams, determine the scope of service for retail selection, participate in the evaluation and contracting of retailers to sustainably and efficiently meet the beneficiaries’ food and (or non-food items needs);

6. Develop and monitor the articulation of budgetary requirements to support implementation of CBT for each program in coordination with each SO in consultation with the Logistics Officer CBT and Other SC stakeholders.

7. Plan and lead primary and/or secondary data analysis, as applicable, of the country’s leading markets supply chains to determine functionality and identify main gaps – using corporate tools such as Market Functionality Index and other tools – in coordination with VAM unit;

8. Plan primary data collection for supply chain areas through the development of tools fit to context. Facilitate training of respective logistics CBT staff on the use of corporate tools if available. Follow up during data collection. 

9. With analytical and innovative mindset, supervise and support the development and implementation of strategies relevant to market and/or supply chains development or engagement activities for CBT programs implemented in the CO, in consultation with stakeholders

10. Supervise development of regular visibility reports on market development activities & achievements, document best practices and share with Supply chain team, CBT working group, donors and RBN/HQ as needed. 

11. Design and lead on Market Development activities baseline studies working together with WFP CO Evaluation, relevant HQ or RNB teams if feasible 

12. Contribute of the internal SC CBT oversight exercise as per the corporate guidance and the latest Business process module and be ready to present to the stakeholders. Contribute to the relevant recommendations and follow up as needed 

13. Supervise maintenance of critical details (such as contact details, contract start/end dates, location, performance evaluations and other relevant information) on all contracted C CBT suppliers i.e. retailers and FSPs;

14. Support and follow up on procurement processes related to CBT and facilitate as needed, including selection of FSPs. 

15. Participate as LO in the corporate Retailer Contracting and selection tool ROC and facilitate all relevant trainings for field work as needed. 

16. Supervise onboarding meetings with contracted retailers ensuring understandings of CO operations including programmatic objectives and CO processes from redemption to payment process with the participation of Procurement and Finance; Act as focal person for retailers’ contract management using the standard CM

17. Supervise the conduction, analysis and reporting of retail performance and KPIs, ensuring proper documentation of related processes and information sharing with involved stakeholders including Procurement. This includes preparation of informative briefs to be presented to targeted audience (internal/external as applicable) 

18. Supervise holding of regular meetings with contracted retailers to review findings (issues, KPIs) from monitoring team and establish an action plan 

19. Develop and present to the SC and CWG regular reports on the Market Development activities, retail performance trends, the retailer’s performance issues, and the actions taken to curb malpractices at marketplaces.

20. In collaboration with the Procurement team, monitor utilization of funds in the purchase orders for transfers to beneficiaries (Purchase Orders Type POCB) as applicable. Support Procurement CBT process as needed, keeping the duties segregated as per the CBT accountability matrix. 

21. Represent SC in the reconciliation processes of commodities and invoices if applicable.

22. When applicable, work with Programme team, Finance team, Cooperating Partners and Retailers to set up and manage the processing of paper vouchers programmes, ensuring clear traceability from orders, to print, to archiving and destructions. For electronic voucher programmes, work with the same teams to set up and manage the end-to-end processes.

23. Contribute to development of CBT process-related documentation (e.g. Concept Notes or SOPs), including those related to SC processes and other operational functions in coordination with Programme CBT

24. Ensure CBT-related updates, guidance, standard processes and other SC guidance are shared widely with internal stakeholders including SC teams. Arrange refresher or orientation sessions for Logistics Staff on CBTs regularly 

25. Supervise and lead on appropriate sensitization, advocacy and training to cover identified capacity gaps needed by any of the engaged internal and external stakeholders, including retailers

26. Maintain productive relationships and partnerships with counterparts in UN Agencies, NGOs, government and the private sector to share knowledge and resources.

27. Lead on operational and market development activities closure, including documentation and presentation of the lessons learned 

28. Compile and document SC CBT evaluation of closed activities and lessons learned (success/challenges) and present to stakeholders

29. Supervise other SC CBT staff as per the approved organigram

30. Support other SC activities as required

STANDARD MINIMUM QUALIFICATIONS

Education: Advanced University degree, preferably in Supply Chain Management, Economics, Trade, Business Administration, Logistics, or other related fields, or First University degree with 5 additional years of relevant work experience and training/courses.

Experience: – With an advanced university degree, minimum 3 years of working experience in a relevant field (background with the project and financial management for Retail, CBT and Supply Chain). 05 years or related managerial work experience with first university degree. 

                     – Technical skills using analytics applications 

                     – Budget management and reconciliations 

Languages: Fluency in both spoken and written English is required. Knowledge of the Amharic Language is required. 

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

  • Experience in supporting the design and implementation of supply chain strategies, retail operation management, and/or partnership networking. 
  • Experience in market assessment and intelligence, including analysis of trade & supply chain dynamics using tools and visualization dashboards
  • Experience in managing capacity-building initiatives with UN agencies, International or National NGOs, private sector and government organizations.
  • Experience in writing proposals, concept notes and reports.

ADDITIONAL EXPERIENCES DESIRED: 

  • Experience in supply chain emergency preparedness planning and operational risks identification 
  • Experience in Performance monitoring of supply chain service providers (preferably retailers), in addition to development and implementation of suppliers’ performance improvement plans 
  • Experience working with supply chain information systems.
  • Experience in core procurement principles/practices. 

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

  • Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.
  • Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).
  • Make the mission inspiring to our team: Recognizes and share with team members the ways in which individual contributions relate to WFP’s mission.
  • Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.

People

  • Look for ways to strengthen people’s skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.
  • Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
  • Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.
  • Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.

Performance

  • Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.
  • Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.
  • Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.
  • Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.

Partnership

  • Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.
  • Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate the needs of external partners.
  • Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.
  • Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantify and demonstrate WFP’s unique value as a partner.

FUNCTIONAL CAPABILITIES

Capability Name 

Description of the behavior expected for the proficiency level

Supply Chain Management and Optimization 

Demonstrates ability to design basic supply chain networks, including appropriately assessing and escalating challenges to ensure that WFP is able to provide consistent and uninterrupted service to its beneficiaries and partners.

Planning, Project & Resource Management 

Collects and analyses relevant technical data from diverse sources to forecast operational needs under various scenarios and makes evidence-based proposals.?

Information Management & Reporting Information Management & Reporting 

Liaises with internal and external stakeholders to consolidate preliminary data analysis, draft reports and disseminate information that represents concerns and trends.

Market Analysis, Contracting and Operational Execution 

Demonstrates ability to collect market information and process and analyze proposals in line with WFP standard rules and regulations in order to deliver efficiently.

Warehouse and Inventory Management 

Demonstrates ability to implement operational warehouse procedures and normative guidance in order to manage WFP’s warehouse, handle inventory effectively through corporate systems, and ensure loss mitigation.

Technical Assistance and Coordination 

Demonstrates abilities to provide basic technical advice and maintain effective (inclusive, collaborative, unified) logistics coordination mechanisms with humanitarian partners and other relevant stakeholders.

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.

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