Programme Assistant (CBT) SC6

Job Description

Organizational Context: The post is based in WFP Beirut Country Office and the incumbent will be under the direct supervision of the Cash Based Transfers (CBT) Programme Policy Officer and the overall supervision of the Head of CBT. Duration Of Assignment: The Programme Associate (CBT) will be contracted for an initial term of 12 months. Contract may be extended based on business need and satisfactory performance. Key Responsibilities (not all-inclusive, nor exhaustive): With delegated authority and under direct supervision of the Cash Based Transfers (CBT) Programme Policy Officer and overall supervision of the Head of CBT, the Programme Associate (CBT)main accountabilities and responsibilities involve the following:? Follow up on monthly distributions with the Field Offices (FO) and Lebanon One Unified Inter-Organizational System for e-cards (LOUISE) agencies and National Poverty Targeting Programme (NPTP), including plans, tracking of cards/PINs and ensure the processes are in line with the Standard Operating Procedures (SOPs) in place and share the same with the relevant WFP units in timely manner.? Support the coordination of monthly distribution plans and NFRs for all the cross functional activities.? Undertake corporate system activities (SCOPE) to ensure smooth implementation of CBT. This includes processing monthly prepaid card/PIN issuance and preparation of payment cycles in addition to the daily maintenance activities.? Act as CBT focal point for processing and registering invoices using the WFP corporate system(s) WINGS and Invoice Tracking System (ITS)? Act as a focal point of contact for resolution of general and daily prepaid card operational queries requesting assistance where necessary.? Contribute to the evolvement of CBT process and enhancement of current processes.? Maintain CBT data using Country Office SQL database and generate data analysis where needed to support decision making.More specifically, the Programme Associate tasks will include the following to support business continuity in the CBT Unit:? Generate monthly distribution lists for Cards and PINs to be distributed and make available for WFP field offices.? Receive newly issued Personal Identification Numbers (PINs) from the bank.? Monitor the file upload, movement of Cards/PINs custodianship through Payment Instrument Tracker (PIT), flag any anomalies or incomplete activities and follow up on resolution.? Coordinate with UNHCR to ensure the distribution servers are synchronized/updated and conduct regular reconciliation with UNHCR and sub-offices.? Follow up on the activation of distributed prepaid cards.? follow up on distribution no-shows and no-redemption cases with the WFP field offices, Accountability for Affected population (AAP) team, Livelihood team and LOUISE agencies.? Follow up and tracking of cards to be cancelled with LOUSIE agencies, AAP team and Field-offices? Update the monthly calendar for the cash based transfers activities and accordingly share with WFP field offices.? Assist in drafting/updating SOPs for each activity related to the CBT Unit and create indexed CBT repository? Contribute in development of training material and capacity building efforts of WFP field staff and cross functional teams.? Verify records of prepaid cards activities available of WFP systems dashboards and make available for CBT Unit briefs.? Assist in processing and registering payments using the WFP corporate system(s) WINGS? Assist in monitoring open Purchase Orders (POs) and ensure closure upon completion of activities.? Keep all records and documents up-to-date and archived in a safe place.? Attend meetings and draft the ?minutes of meeting?; follow up on each of the notes and assure to respect the timelines.? Perform other related duties as required.ADDITIONAL COMPETENCIES:? Very good knowledge in tracking POS (Point of Sales) and ATM (Automated Teller Machine) disputes? Experience in cards payment system will be an asset.? hands-on experience in using databases and information systems, including Microsoft Access and SQL server.? Knowledge of WFP activities and procedures in the country is an advantage

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