Organisation: World Vision
International
Reports
to: National Director
World Vision
International 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 Commodity Officer will provide technical and direct management
oversight of the food aid program at the district level with a view to ensure
quality food programming, systems and procedures and accountability within the
framework of World Vision and donor (WFP and USAID) standards and guidelines.
Collaborate and coordinate with the rest of WV Uganda ministry departments,
partners, donors and government in the design and implementation of food aid
programs including early warning disaster preparedness, mitigation and actual
response
Key
Duties and Responsibilities:
·
Provide management supervision and oversight for
the food aid program at district level.
·
Manage and track food aid programming budget and
assets at the district level.
·
Work hand in hand with other WV Uganda departments
to ensure proper integration of the food aid programming with the greater WV
Ministry.
·
Collaborate and coordinate with other WV Uganda
ministry departments and regional technical staff in areas of food programming
research, impact learning, innovative programming and partnerships as well as
the dissemination of major food programming issues, new ideas and trends,
advocacy and the optimization of food programming for both relief and
development need in the country.
·
Develop monitoring plan for all food aid and
complementary activities (Nutrition and Hygiene) in the district and ensures
that regular and rigorous monitoring takes place during implementation.
·
Keenly track major trends and findings and take
action to ensure project objectives are accomplished.
·
Assist in recruitment of staffs that have the
required knowledge, skill and abilities in order to meet WV food aid
programming
2. Supervision of field operation
·
Provide technical oversight through periodic
visits to monitor and review all aspects of the food programming and systems as
well as to provide appropriate feedback and recommendation to the Field
Coordinator and Food Monitors.
·
Ensure proper management of the entire process of
distribution planning, food dispatch from the warehouse to the FDP, receipt of
food at the FDP, distribution, returns and accounting of losses.
·
Ensure distribution staffs have adequate
distribution aid to enable them perform their work effectively.
·
Conduct un-scheduled and scheduled field visit to
observe distribution and check compliance with set standards. 50% time
allocated for field visit per month.
·
Conduct on spot training to correct any anomalies
detected.
·
During field visit talk to beneficiaries and
community leaders to get their opinion regarding project implementation
·
Review of field documents and reports
·
Ensure that proper food handling and
accountability systems are in place including the maintenance of all required
records and documentation and installation and operation of CTS at the district
level.
·
Ensure that CTS is installed and is operational at
the district level.
·
Put in place proper systems and schedules for
review of documents and reports with a view to ensure compliance with World
Vision and donor standards and guidelines.
·
Review CSR, RSR & LSR and ensure they tally
with distribution reports generated from the FDPs.
·
Ensure beneficiary list tally with all supporting
documentation (Waybill, TIR, Unloading tally sheet, DCVR & Certificate of
food receipt and distribution).
·
Ensure all losses (warehouse, transit &
distribution) and excess have been properly accounted for in the Waybill and
reported accordingly.
·
Ensure all commodities returned to the store are
accompanied by a Return to Store waybill.
·
Ensure quantity shown as received on the waybill
& tally sheet agrees with actual physically count at the FDP.
·
All commodity documents and reports are accurate
and completely filled by staff concerned.
·
Ensure timely and accurate reports including CSRs,
RSRs, LSRs, narrative etc, which reflect the true picture of the food aid
projects in the district, are prepared and submitted to CTS Coordinator and
Commodity Manager as per agreed timelines.
·
Ensure CTS Officer generates accurate CTS reports
(CSR, RSR, LSR, Donor Receipt tally, Distribution
·
Summary, RTS Summary, Ration reasonability test)
as per the agreed timeline
·
Prepare monthly and quarterly narrative reports as
per the agreed scheduled with SOs and Donor.
·
Make sure that reports capture all the major
activities that happened during the reporting period including challenges
encountered and action taken to resolve them.
·
Ensure reports are submitted to CTS Coordinator
and Commodity Manager on timely basis according to agreed schedule
·
Management of invoicing process
·
Ensure timely compilation and reconciliation of
CSS and invoices for distribution cost based on tonnage handled in the
district.
·
Ensure CTS Officer prepares and submit CSS showing
the value of commodity received by the project during the reporting month
within the agreed timeline.
·
Ensure CTS officer prepares an invoice for tonnage
handled based on the approved USD rate per Mt.
·
In cases where the tonnage handled falls below the
expected quantity, prepare a fixed cost invoice in close collaboration with
Field Accountant within the agreed timeline.
·
In cases where WV hires transporters for food
delivery to the FDPs, ensure transporters deliver invoices to WV for payment on
a timely manner. Work with Field Accountant to ensure that invoices are
processed and paid on time as agreed in the contract transporters.
·
Ensure all invoices plus corresponding backups are
submitted to the local WFP office within the agreed time lines
·
Develop and implement a staff capacity building
plan on areas of commodity management, food distribution, and nutrition and
hygiene sensitization in order to meet established standards through on the job
training, workshops, conferences and any other appropriate methods.
·
Identify other training needs during appraisal
process and liaise with Commodity Manager and HR to see how this could be
undertaken.
5. Coordination and networking:
·
Organize staff meeting to discuss project
implementation as well as challenges and success.
·
Participate in monthly management meetings.
·
Participate in district coordination meetings with
donor and other stakeholders.
Qualifications,
Skills and Experience:
·
The Commodity Officer should preferably hold a Bachelor’s
degree in social sciences or development.
·
A minimum of three to five 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 WV, WFP and 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.
NB:
Only Ugandan Nationals are encouraged to apply.
All suitably
qualified candidates are encouraged to apply online by visiting World Vision
International’s e-recruitment jobs portal at the web link below.
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:
20th January, 2016
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