Purpose of the position:
To provide technical support towards successful operation of the commodities (Food and Non food items) as per Food Programming and Management Group (FPMG) procedures and donor requirements
Installation and maintenance of World Visions standards in food aid management
Install the World Vision food aid system in the refugee program
Install the warehouse management system according to World Vision standards. Conduct periodic review of warehouse ledgers, waybills, stack cards, and physical inventory worksheets. Always ensure all documents/ledgers reviewed have been countersigned. Accountable for proper and safe storage of food and non-food commodities. Make frequent visit to the warehouse and verify book balance with physical stock balance of sound damaged and reconstituted food commodities time to time. At the end of every month arrange for necessary staff to conduct physical inventory count. All stocks must be physically counted every month by assigned staff by using the World Vision physical inventory worksheet.
Ensure that a loss report with complete supporting documents is filled for every loss of food immediately after the loss is discovered. The documents required are listed in the training manual.
Provide adequate training to the warehouse staff and distribution, also insuring that materials and equipment required in the warehouse defined in the World Vision manual are available in adequate quantity.
Ensure warehouse supervisor installs warehouse filing system as defined in the manual and maintain a Loss register and also a shipment register. Ensure that a shipment file is opened for every shipment.
Ensure CTS system is installed and reports are produced as per standards
Supervision and Management of food distribution
Ensure that the center supervisor supervise all the commodities distribution and monitors by giving them bi weekly program of food distribution.
Review the monthly distribution plans and the beneficiary list,
Ensure that centre supervisor, Commodities distribution monitors are adequately trained and center visit reports are filed for each distribution.
Ensure that Centre supervisor collects and file all used beneficiary list, which have been signed, or thumb marked by beneficiaries.
Ensure that the warehouse supervisor, supervise their staff so that timely and accurate loading and un loading of trucks based on the distribution and loading plan is done effectively
Ensure the centre supervisor supervise the system of returning back undistributed food to the warehouse by using return waybill and documenting this transaction in a proper manner
Coordinate with WFP and organize bi weekly food coordination meetings.
Collaborate with AME O to supervise distribution every cycle, produce a report and file .This report must be submitted to the Team Leader, National Office and FPMG.
Preparation and submission of the monthly reports
Work with CTS Coordinator to prepare the monthly commodity reports CSRs, RSRs, and LSRs. These reports must be complete, accurate, and submitted in a timely manner to National office and FPMG.
Facilitate the CTS Coordinator to ensure CTS data entry by ensuring that staff are adequately trained and supervised.
Maintain a monthly record of when reports are completed and submitted to National Office
Facilitate CTS coordinator to ensure monthly CTS, narrative quarterly and annual reports are posted in FGDB timely
Coordination and networking and liaise with donors and other food program agencies.
Participate in senior management activities including meetings, training activities, and others.
Represent World Vision to local government officials and partner representatives.
Meet regularly with counter-parts, to coordinate efforts, obtain updates and/or resolve issues.
Produce required management and progress reports.
Prepare reports for donors, International Office and Support Offices.
Report all incidences that would affect program accomplishments.
Financial Management
Prepare and manage a food logistics budget based on tonnage.
Prepare budget for upcoming programs.
Proper management of the approved budget
Human Resource Management and Performance Management
Engage in the identification and recruitment of food assistance staff.
Ensure proper training and develop capacity building for commodity staff.
Ensure all staff is trained in reporting and documentation.
Perform regular performance review based on IOP.
Promote and reward excellent work.
Qualifications:
Education/Knowledge/Technical Skills and Experience
The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:
Minimum Qualification required: Degree in supply chain management, Economic Development, social work, business or accounts, Home economics and Human nutrition, agriculture
Experience:
3 years of food and non food commodities management in emergency sector.
Preferred: Experience in USAUD, UN or any other donors food commodity management, emergency response, services and management.
Technical Skills & Abilities:
Computer skill
Online or digital tracking system for accounting and reporting in advantage.
Demonstrated ability in supervision
Experience in working with donor funds
Working knowledge of commodity management, emergency procurement services and accounting and reconciling, preparing food distribution plans etc..
Good planning and organizational skills
Ability to maintain effective working relationships with all levels of staff and donors
To provide technical support towards successful operation of the commodities (Food and Non food items) as per Food Programming and Management Group (FPMG) procedures and donor requirements
Installation and maintenance of World Visions standards in food aid management
Install the World Vision food aid system in the refugee program
Install the warehouse management system according to World Vision standards. Conduct periodic review of warehouse ledgers, waybills, stack cards, and physical inventory worksheets. Always ensure all documents/ledgers reviewed have been countersigned. Accountable for proper and safe storage of food and non-food commodities. Make frequent visit to the warehouse and verify book balance with physical stock balance of sound damaged and reconstituted food commodities time to time. At the end of every month arrange for necessary staff to conduct physical inventory count. All stocks must be physically counted every month by assigned staff by using the World Vision physical inventory worksheet.
Ensure that a loss report with complete supporting documents is filled for every loss of food immediately after the loss is discovered. The documents required are listed in the training manual.
Provide adequate training to the warehouse staff and distribution, also insuring that materials and equipment required in the warehouse defined in the World Vision manual are available in adequate quantity.
Ensure warehouse supervisor installs warehouse filing system as defined in the manual and maintain a Loss register and also a shipment register. Ensure that a shipment file is opened for every shipment.
Ensure CTS system is installed and reports are produced as per standards
Supervision and Management of food distribution
Ensure that the center supervisor supervise all the commodities distribution and monitors by giving them bi weekly program of food distribution.
Review the monthly distribution plans and the beneficiary list,
Ensure that centre supervisor, Commodities distribution monitors are adequately trained and center visit reports are filed for each distribution.
Ensure that Centre supervisor collects and file all used beneficiary list, which have been signed, or thumb marked by beneficiaries.
Ensure that the warehouse supervisor, supervise their staff so that timely and accurate loading and un loading of trucks based on the distribution and loading plan is done effectively
Ensure the centre supervisor supervise the system of returning back undistributed food to the warehouse by using return waybill and documenting this transaction in a proper manner
Coordinate with WFP and organize bi weekly food coordination meetings.
Collaborate with AME O to supervise distribution every cycle, produce a report and file .This report must be submitted to the Team Leader, National Office and FPMG.
Preparation and submission of the monthly reports
Work with CTS Coordinator to prepare the monthly commodity reports CSRs, RSRs, and LSRs. These reports must be complete, accurate, and submitted in a timely manner to National office and FPMG.
Facilitate the CTS Coordinator to ensure CTS data entry by ensuring that staff are adequately trained and supervised.
Maintain a monthly record of when reports are completed and submitted to National Office
Facilitate CTS coordinator to ensure monthly CTS, narrative quarterly and annual reports are posted in FGDB timely
Coordination and networking and liaise with donors and other food program agencies.
Participate in senior management activities including meetings, training activities, and others.
Represent World Vision to local government officials and partner representatives.
Meet regularly with counter-parts, to coordinate efforts, obtain updates and/or resolve issues.
Produce required management and progress reports.
Prepare reports for donors, International Office and Support Offices.
Report all incidences that would affect program accomplishments.
Financial Management
Prepare and manage a food logistics budget based on tonnage.
Prepare budget for upcoming programs.
Proper management of the approved budget
Human Resource Management and Performance Management
Engage in the identification and recruitment of food assistance staff.
Ensure proper training and develop capacity building for commodity staff.
Ensure all staff is trained in reporting and documentation.
Perform regular performance review based on IOP.
Promote and reward excellent work.
Qualifications:
Education/Knowledge/Technical Skills and Experience
The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:
Minimum Qualification required: Degree in supply chain management, Economic Development, social work, business or accounts, Home economics and Human nutrition, agriculture
Experience:
3 years of food and non food commodities management in emergency sector.
Preferred: Experience in USAUD, UN or any other donors food commodity management, emergency response, services and management.
Technical Skills & Abilities:
Computer skill
Online or digital tracking system for accounting and reporting in advantage.
Demonstrated ability in supervision
Experience in working with donor funds
Working knowledge of commodity management, emergency procurement services and accounting and reconciling, preparing food distribution plans etc..
Good planning and organizational skills
Ability to maintain effective working relationships with all levels of staff and donors
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