Organisation: World Vision International
Reports to: Commodity
Officer
World
Vision Uganda is a Christian Relief, Development and Advocacy Non-Government
Organization dedicated to working with children, families and communities to
overcome poverty and injustice. We currently work in over 41 districts in
Uganda. World Vision is committed to the protection of children and we will not
employ people whose background is not suitable for working with children. All
employment is conditioned upon the successful completion of all applicable
background checks, including criminal record checks where possible. “Our Vision
for every child, Life in all its fullness. Our prayer for every Heart, the will
to make it so.”
Job Summary: The Assistant Commodity Accounting and Reporting
Officer will be in charge of the day-to-day operations of the Commodity
Tracking System (CTS) data entry, reporting and maintain accurate commodity
accounting records of all food commodities movement including receipts, loans,
inter-warehouse transfers, dispatches, distributions, losses and return to
store in compliance with FPMG and donor (USAID) guidelines.
Key Duties and Responsibilities:
- Ensure that all documentation and records
pertaining to commodity movement, distribution and losses is updated
daily. - Ensure that CTS is installed and is
operational in the district of operation. - Capture data into CTS based on specific
Project Numbers as indicated in WV PBAS number. - Maintain a clear and complete paper trail for
all the commodity transactions from the port to World Vision main
warehouses, to secondary warehouses to distribution centers and finally to
end users / beneficiaries. - In charge of collecting all the receipts and
dispatch summary, truck inspection reports, loss reports, physical
inventory, warehouse inspection report, distribution summaries and
distribution center visit reports. - Maintain a clear accounting and documentation
process for each shipment. - Ensure that all documentation and records
pertaining to commodity movement, distribution and losses is updated daily
in the CTS. - In charge of enforcing data integrity for
accurate reliable statistical analysis.
2. CTS Data back-up
management
- Update and maintain the CTS database and
perform periodic system backups. - Carry out CTS back-up on weekly basis.
- After completion of the monthly reports,
perform CTS system backups by 26th of every month. - Store the backs with three separate persons
as follows: CTS Coordinator, Commodity Officer and Self. - Collect and archive all CTS report and backup
files according to the agreed filing system
3. CTS and LMMS reporting
- Prepare and submit district CTS Report to the
Commodity Officer for review and submission to CTS Officer by the 27th of
every month. - Before entering data in to the CTS, conduct a
thorough check of all field document and reports to ensure that they are
accurate and completely filled. - Before entering data in to the CTS, ensure
that all filed documents and reports have been sign by the person who
generated them and reviewed and approved by the next level supervisors. - Afterwards cross-check CTS report to ensure
that they are tallying with beneficiary distribution list, and all the
supporting documentation and reports (DCVR, TIR, Waybills, Food Monitors
report, loss reports etc) generated by field staff. - Ensure all Losses, return to store, excess
etc have been properly accounted for in the original field reports and in
the CTS system. - In case of errors in any documentation ensure
that a sick waybill form is generated by appropriate staff and approved by
the Commodity Officer to explain the error. - Manages wireless connectivity issues between
mobile devices, routers and roaming servers in field operations, trouble
shooting where necessary. - Ensures correct functioning of LMMS in
beneficiary registration, enrollment, household updates and commodity
distribution activities. Troubleshoots technical problems as they arise
(including forcing the movement of filed data to permanent data
repositories). - Ensure backups of field data collection and
ensures safety of data collected in field operations by password control
to databases and encryption of laptop data where required. - Render support in administering LMMS system
users within the project in coordination with the commodity officer /
manager. - Serve as technical point of contact/support
for Food Monitors and reports back to the core system delivery team on
state of field deployments. - Install LMMS in roaming servers, mobile
devices and perform system data updates as required for field use. - Work in liaison with the software developers
and software partners in new systems development. - Report technical failures, help to replicate
problems and lead field installations with system upgrades/new releases. - Document technical shortfalls within the
existing mobile product offering and with new version releases - Prepare LMMS reports and forward them to
relevant departments within WVU and LMMS Global IT.
4. Maintain of Shipment
and loss/damage registers
- Responsible for maintaining the shipment and
loss/damage register for the district. - Maintain a register of all commodity shipment
received. - Maintain a shipment file with all the
original supporting documentation of each shipment of commodity received. - Maintain a register of all losses/damages
that were incurred in the districts during commodity movement (receipt,
dispatch, distribution). - Maintain a loss/damage file with all the
original supporting documentation of each transaction for each loss/damage
report.
- Responsible to verify physical inventory for
the warehouse and ensuring daily stock control matches with CTS. - Review the physical inventory, stock cards
and warehouse ledgers. - Work in liaison with the Commodity Officer to
supervise and provide training for all field staff to ensure CTS standards
are followed and proper documentation is done.
Qualifications, Skills and Experience:
- The applicant for the Assistant Commodity Accounting
and Reporting Officer vacancy should hold a Bachelor’s Degree from a
University in Computer Sciences, Accounting or Statistics. - At least two years’ experience, preferable
with a busy NGO or UN agency, in food commodities handling tracking and
accounting. Prior experience with WV CTS system and or UN WFP Compass
system is an added advantage. - Working knowledge of warehousing, transport,
shipping and practical freight forwarding. - Working knowledge of USAID regulations
pertaining to relief food commodities tracking accounting and reporting. - This position requires a person who is self-starter,
who can accomplish the task with minimal or no supervision. - He/she should be able to manage a team of
staff as well as cooperate with other units. - He/she must be keen on details and well
organized individual.
All
suitably qualified candidates are encouraged to apply online by visiting World
Vision International’s e-recruitment jobs portal at the web link below.
NB: Please follow instructions on How to Create
Account and Profile at World Vision’s e-recruitment portal. Qualified female candidates are particularly
encouraged to apply.
Deadline: 11th March, 2016
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