Table of Contents
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.
WFP Dar Es Salaam Port operations handles imports, in-transit and export food commodities for humanitarian programmes in the region, mainly Tanzania, DRC, Burundi, Rwanda, Uganda and South Sudan.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate or above in shipping and logistics related function area is desirable.
Language: Fluency in English and Swahili languages.
ORGANIZATIONAL CONTEXT
Under the direct supervision of the Logistics Officer and the overall management of the Head of Supply Chain, the incumbent is expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices for all assistance modalities for both WFP and logistics common services. The incumbent should also be able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.
JOB PURPOSE
To perform administrative processes and activities that contribute to the successful, efficient running of WFP humanitarian shipping operations.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Perform standardized processes and activities to support effective, efficient shipment planning and execution including management of shipping documentations and related customs and port clearance.
2. Monitor shipments within a geographical area at load and discharge ports, and regularly update corporate systems, to record shipment progress and identify and escalate any issues which requires escalation for effective and efficient WFP humanitarian port operations.
3.Research collate and present information in standard formats, (e.g. corporate reports, internal performance reviews, supplier reviews), to enable informed decision-making by Shipping Officers, and consistency of information presented to stakeholders.
4. Update and maintain relevant databases and records, ensuring that relevant information (regarding contracts, shipments, payments, pipeline, etc.) is accurate, organized, available for others to access, and supports reporting requirements.
5. Support risk mitigation activities by checking and verifying shipment data and/or documents, identifying and highlighting any issues to a Shipping Associate or Shipping Officer.
6. Respond to a variety of queries and requests for support, following standard processes, and obtaining guidance as required, to ensure timely and accurate resolution of all enquiries.
KEY ACCOUNTABILITIES CONTINUED
- Work with internal counterparts to support the alignment of shipping activities with wider programmers and effective and coherent Supply Chain arrangements.
- Provide technical inputs to process reviews and improvements in methods and practices used within shipping, to maximize the efficiency and effectiveness of the service.
- Provide support and/or guidance to other staff, to assist them in completing standard tasks to agreed standards and deadlines.
- Demonstrate ability to encourage increased utilization of shipping tracking systems to drive efficiency, minimize losses, and ensure on-time delivery of shipments to WFP beneficiary regions
- Maintain daily tracking of containers from inbound status till stripped / returned empty to Shipping Line, clearly demonstrating status and reasons for delays in clearance, if any. Liaise closely with appointed C&F Agent on progress toward clearance and ensure this Report is distributed to the updated list of Recipients daily during the working week.
- Check and verify all port operations-related invoices received at port office for accuracy of services provided and amount billed. Where extra charges are incurred ensure that this are reflected and the party responsible identified for claim purposes. Ensure that the WFP preferential rate applies in all cases if applicable and that no delays are incurred in expediting this checking procedure prior delivery to finance Unit for further action.
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.
People
- Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
- Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
Performance
- Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
- Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
- Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
- Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Partnership
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
- Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
FUNCTIONAL CAPABILITIES
| Capability Name | Description of the behaviour expected for the proficiency level |
| Supply Chain Management and Optimization | Displays aptitude at monitoring and reporting on supply chain operations to enable teams to efficiently assess the performance and sustainability of current networks. |
| Planning, Project & Resource Management | Supports the planning, forecasting & resource management efforts of own team by collecting data from diverse sources. |
| Information Management & Reporting | Collates accurate and timely information and data to enable informed decision making on reporting within individual unit and consequently the greater humanitarian community. |
| Market Analysis, Contracting and Operational Execution | Ability to collect and collate necessary information to enable WFP to make informed operational decisions. |
| 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 awareness of the importance of technical assistance and coordination with key stakeholders and an ability to carry out logistics activities, respecting individual mandates and programme priorities. |
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
i. At least 5 years of progressive experience in shipping documentations and logistics operations.
ii. Experience in analyzing shipping and logistics data and drafting related reports.
iii. Experience using and maintaining supply chain databases to monitor ongoing shipping and logistics contracts, shipments, payments, pipeline information, insurance claims, and/or food stocks against set KPIs.
iv. Experience in providing technical shipping and logistics business support in corporate systems.
v. Experience in coordinating with shipping stakeholders and other supply chain actors to support ocean transport contracting and port operations.
TERMS AND CONDITIONS
- The applicant should be a Tanzanian national
- Only candidates who are short-listed will be contacted
- Applications must be submitted online.
- Use English language only
- Indicate clear years of experience with each job (Month/Year)
- Attach copies of your qualification
- By submitting your application, you have read the Terms of Reference for this position and agree that any false, wrong or incomplete information might lead to your disqualification in this recruitment process
DEADLINE FOR APPLICATIONS
Deadline to receiving applications 03 June 2021
Female applicants and qualified applicants from developing countries are especially encouraged to apply
The deadline for submitting the application is 3 June 2021.
