Shipping Assistant, SSA4

DEADLINE FOR APPLICATIONS

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.

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of extreme weather shocks.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

WHY JOIN WFP? 

• WFP is a 2020 Nobel Peace Prize Laureate.
• WFP offers a highly inclusive, diverse, and multicultural working environment.
• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.
• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.
• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

BACKGROUND

The United Nations World Food Programme (WFP) is the world's largest humanitarian organization focused on combating hunger and food insecurity, saving lives in emergencies and supporting communities in building resilient livelihoods and sustainable food systems.

The WFP Mombasa Office operates a strategic regional logistics hub, managing the import, export, and transit of humanitarian cargo through the Port of Mombasa to support emergency and development operations across East and Central Africa.

The office works closely with government authorities, shipping stakeholders, and partners to ensure efficient and compliant movement of relief commodities.

PURPOSE OF THE ASSIGNMENT

The Shipping Assistant provides operational and administrative support to WFP shipping activities, ensuring the timely coordination of vessel arrivals, cargo clearance, and cargo movements through the Port of Mombasa.

The position contributes to the efficient and compliant execution of import, export, and transit operations by liaising with internal stakeholders, government authorities, shipping agents, and logistics service providers.

ACCOUNTABILITIES & RESPONSIBILITIES

Based in the Field Office in Mombasa, the Shipping Assistant reports to the Head of Supply Chain and to the Head of Mombasa Field Office, and is under the functional supervision of the Head of Port Operation in Mombasa.

The Shipping Assistant will provide broad cross-functional support in a specific business stream and encompass both administrative and operational support responsibilities.

1. Monitor vessels expected time of arrival and in consultation ULISEAS tool and shipping lines, prepare Weekly Shipping report and circulate to other WFP Offices and partners.

2. Receive and record all incoming shipping documents for the expected vessels and check if they are in good order. In case of any missing document or error to promptly follow up with shipping Load Ports Forwarding Agents, keeping shipping HQ in copy.

3. Share shipping documents for the expected arrivals with the nominated Clearing & Forwarding Agents, Superintendent, Protecting Agent and other notify parties for timely clearance of cargo from port.

4. Draft and sent out shipping correspondences such as Letter of Instruction to clearing agents, superintended and other parties, waivers for any irregular charges by authorities or shipping lines or as may be required for smooth operation.

5. Organize and participate vessel pre-arrival meetings for chartered ships including Somalia Time charter, days before vessel arrivals to ensure all parties are ready for sooth discharge / loading operation.

6. Constantly follow up with Clearing and Forwarding agents on customs documentation processing for commodity delivery/dispatch/ export or re-export and update other WFP colleagues on the readiness for cargo loading/railage and coordination.

7. Follow up GCMF sales and coordinate customs documentation with clearing agent for re-export.

8. Make physical visits to customs offices and Port Authority to try and unlock any deadlocks encountered by Clearing & Forwarding Agents during documents processing through Customs.

9. Maintain proper filing of shipping documents for easy of retrieval and reference; these include all correspondence and documents related to ships in their respective ship files attaching the superintendence reports.

10. Access and update Vessel Arrival dates, Discharge Commence dates & Discharge Completion dates on real-time basis.

11. Support on container and charter vessel allocation to different clearing agents and maintain a tracking report for the same.

12. Coordinate the update of daily and weekly shipping reports done by clearing agents and cross-check for accuracy.

13. Assist in preparing and producing various ad hoc reports that may be requested by management occasionally.

14. Assist in digitalization and streamlining shipping unit data for easy update and reference.

15. Undertake cross – functional role to support vessel discharge and Time Charter loading at the port.

16. Other as required.

DELIVERABLES AT THE END OF THE CONTRACT

The incumbent will ensure effective and timely liaison with logistics counterparts at all stages of the operations.

Identifies opportunities to improve shipping operations effectiveness.

QUALIFICATIONS & EXPERIENCE REQUIRED

Education:

Completion of secondary education. A post-secondary certificate in the functional area considered is desirable. or equivalent professional experience or extensive relevant shipping experience.

Experience:

· Demonstrated experience in planning and organizing multiple tasks

· Experience with internal systems used to track current shipments, supplies, claims and food inventory.

· Experience in data analysis (on goods, funds, etc.) and reporting. · Experience providing technical assistance with the use of internal systems.

Knowledge & Skills:

· Excellent communication, interpersonal and networking skills

· Well organized and detail oriented, able to work independently and on a team

· Demonstrates ability to adapt engagement approach in the context of evolving partner circumstances and expectations

· Proactively identifies and develops new methods or improvements for self and immediate team to address work challenges within own work area

· Flexibility and sense of initiative

Languages: Proficiency in English (level C)

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact:  global.inclusion@wfp.org

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• All applications must be submitted exclusively through our online recruiting system. We do not consider CVs or applications sent by email, LinkedIn, or any other channel.

• We strongly recommend that your Workday profile is accurate and complete, and that all sections are filled in, including your employment history, academic qualifications, language skills, and UN grade (if applicable). Once your profile is completed, please apply, and submit your application.

• If you experience technical issues while submitting your application, you may contact us at global.hrerecruitment@wfp.org. Please note that this email is only for technical issues with an application - unsolicited applications or documents sent to this inbox will not receive a reply.

• At the application stage, the only required documents are your CV and Cover Letter. Additional documents (passport, certificates, recommendation letters, etc.) may be requested later in the process.

• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the recruitment process.

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.