Shipping Officer (Process Analysis), Rome, Italy

Organization: United Nations World Food Programme (WFP)

Country: Italy

City: Rome, Italy

Office: WFP Rome

Grade: P-2

Closing date: Sunday, 31 January 2021

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WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

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.

ORGANIZATIONAL CONTEXT

The Ocean Transportation Service (SCOS), part of WFP Supply Chain Division, centralized at WFP’s headquarters in Rome since its start 50 years ago, handles all international cargo movements by sea, through the direct contracting of both liner/container and charter services. Over half of WFP’s food is transported by sea during its journey to its final destinations, making ocean transportation a crucial link in WFP’s supply chain operation.

JOB PURPOSE

Working with a specialized and reliable network of shipbrokers and freight forwarders, WFP has on any given day 30-40 shipments afloat, carrying critical humanitarian assistance for distribution in more than 70 countries - moving cargoes from 60 load ports to 75 discharge ports across five continents. With such large quantities of food to be shipped at any given time from diverse locations around the world, careful planning, contracting and coordination is key to ensuring the quickest and most cost-effective ocean transportation solution. Besides In-Kind donations, since 2011 SCOS operations have also been key to the success of WFP’s Global Commodity Management Facility (GCMF), chartering large volumes of food while maintaining maximum operational control and flexibility.

When emergency strikes, WFP has the capacity to divert its shipments at short notice, ensuring that life-saving food arrives to those who need it - on time. Shipping experts are regularly deployed when and where needed to augment emergency response operations.

This position is based in WFP’s Headquarters in Rome, Italy.

As a Shipping Officer P2 (Process Analyst) in the Freight Control & Reporting Unit (FCU), you will report directly to the FCU Head of Unit as 1st level Supervisor, and to the Deputy Chief Ocean Transport as 2nd level Supervisor. You will support the Head on all matters, and act as the Head-alternate.

KEY ACCOUNTABILITIES (not all-inclusive)

Support management of shipping operations following standard processes and contribute, directly or indirectly, to the effective delivery of food assistance to beneficiaries.

In liaison with WAS and Country Offices, support the determination of the most efficient mode of calling forward commodities against set criteria and conditions. Oversee US Calls Forward and pre-shipment planning, including reviewing/managing the Customs Information Guide (CIG) platform as the corporate database for shipping documentation and import requirements for each WFP Country Office (CO), ensuring CO compliance, a regular review framework and risk management/business continuity vis-à-vis the platform is guaranteed.

Contribute to consolidation and planning of shipments, and to upstream management of shipping operations, including Shipping Instruction issuance/revision, checking the reliability of RTAs and cargo/document readiness. Contribute to overall supply chain planning by providing technical support and guidance to other services, divisions and Country Offices, particularly for emergency response and GCMR purposes (or related replenishments).

Participate in on-going review of internal processes and procedures and identify ways to increase the day-to-day efficiency across internal teams. This includes adoption and/or review of new reporting or performance monitoring tools (e.g., Vendor Management) and suggesting/performing statistical analyses as required and working with all teams in Shipping.

Monitor & continuously review Logistics Execution Support System (LESS) processes for Shipping, ensuring training material updates and monitoring/follow-up of development items/new requirements. Drive process reviews in this area and champion process excellence for Shipping, in line with ED priorities for digitalisation and innovation, bringing individual project activities to completion and regularly reporting on progress. Lead and/or contribute to process overview documentation (e.g., Service Provision), updating training/other reference materials.

Complete Business Continuity activities (currently 80% complete) and represent the unit at follow-up meetings as necessary. Co-steer internal Shipping Working Group on this area. Working closely with the FCU HOU, other Shipping HOUs and key Support Staff, identify critical gaps in SOPs/internal controls and update/adjust them where required. Support the FCU HOU in work related to Shipping Manual updates.

Working closely with the FCU HOU, help ensure that quarterly contractual reporting for Shipping --- in particular vis-à-vis the Committee on Supply Chain (CSC) --- is qualitative, accurate, fully edited and properly consolidated within established deadlines for each quarter. Ensure update and knowledge transfer of CSC guidance materials.

Release In-Kind POs, Charterers‘ Liability POs and all Shipping SESs to maintain and ensure adequate segregation of duties, direct oversight of FCU functions, financial soundness/ timeliness/accuracy of freight payments/transactions and IPSAS compliance.

Help manage monthly/quarterly/annual financial closures (completion within corporate deadlines and with a minimum level of accrual/offline transactions).

Analyse Shipping data in detail and/or support such analyses for various purposes.

Provide oversight and guidance on shipping issue management, related resolution/tracking logs, testing of eventual solutions and progress monitoring.

Other as required by SCOS.

OTHER SPECIFIC JOB REQUIREMENTS

Tags business continuity commodities humanitarian assistance logistics maritime transport monitoring and reporting online learning performance management portuguese reference materials risk management supply chain training programmes transport economics

Affinity with maritime transport, vessel operations, freight forwarding and/or port activities.

Good team player and promotes team-spirit, effective communication and a positive working environment.

Good listening and communication skills: listens to and understands the different interests and roles of all actors involved and maintains constructive, service-oriented and client-focused attitude.

Possesses "can-do" attitude to work, takes initiative and demonstrates ability to work with limited guidance.

STANDARD MINIMUM QUALIFICATIONS

Professional Experience:

At least 3 years of post-graduate professional experience in the shipping process and performance management.

Experience in cargo tracking and working with transport management systems in Logistics Execution or stock management.

Experience in conducting ocean freight analyses.

In-depth working knowledge with SAP-based applications.

Experience in business process mapping and end-user support for major system implementation.

Experience in developing and delivering training programmes both in the field and through online learning platforms.

Experience supervising experienced support staff.

Education:

Advanced University degree, preferably in Transport Economics, Supply Chain, Shipping, Logistics or other relevant field, or First University degree with relevant logistics qualifications or additional logistics experience in port, logistics, freight forwarding and shipping operations.

Language:

Fluency (level C) in English language. Intermediate knowledge (level B) of a second official UN language: Arabic, Chinese, French, Russian, Spanish, and/or WFP’s working language, Portuguese.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

Experience in commercial or government transportation sectors.

Experience monitoring and reporting on port, and freight market conditions and trends.

TERMS AND CONDITIONS

The selected candidate will be employed on a fixed-term as well as a rotational contract with a probationary period of one year. WFP offers an attractive compensation and benefits package, including basic salary, post adjustment, relocation entitlement, travel and shipment allowances, 30 days annual leave, home leave, an education grant for dependent children, pension plan and medical insurance. For more details please visit icsc.un.org.

DEADLINE FOR APPLICATIONS

31 January 2021

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Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

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.