Cash/ Commodity Management & Compliance Manager Full Time NEW

IMMEDIATE INTERNAL/EXTERNAL VACANCY

Position: Cash/ Commodity Management & Compliance Manager

Duty Station: Addis Ababa

Duration of Contract: Up to September 2026

Salary: As per the salary scale of the organization

Closing date: March 20/2026

JOB Summary

responsible for tightening the commodity internal control system of FHE, ensuring its compliance to FH, donor and government rules and regulations of Ethiopia by working closely with RFSA-PReSERVE senior commodity manager. The Senior Manager will ensure that the RFSA-PReSERVE projects are well aligned to the standard operating procedures. The job functions have no direct supervisory responsibility but should be carried out in close cooperation with other departments and promote close and mutual working relationships between staff, contributing to a dynamic and friendly office environment. The commodity management and compliance Manager is expected to be flexible and be able to give assistance with different activities not included in this primary job description as per direction from immediate supervisor.

Key Result #1 – Risk Assessment and System Review:

• Perform periodic review and compliance assessment activities in the commodity management for FHE, analyze finding sand make recommendations to address identified control gaps.
• Manage the USAID grant projects under the department and ensure key steps (planning, execution, reporting) are coordinated effectively with input from key stakeholders.
• Provide professional advice regarding internal control systems and commodity management compliance. Propose strategies to strengthen organizational control systems and procedures.
• Develop/ modify monitoring programs and tools for internal control reviews and compliance assessment.
• Write and document reports on findings and recommendations to improve processes controls and systems.
• Provide support to field staff and ensure commodity management and compliance systems and processes that are aligned with organizational policies and procedures, donor regulations, and applicable local laws.
• Analyze operating context and recommend revisions to existing policies and procedures and/or new ones as appropriate.
• Periodically support various projects to develop commodity and compliance trends analysis.

Key Result #2-Liaison and support:

• Serve as the main contact person during internal and external commodity audits: coordinate preparation activities; oversee and guide provision of support and documentation to commodity auditors during commodity audit with close collaboration to the RFSA- PReSERVE team.
• Coordinate and lead follow-up the closure activities for both internal and external commodity audit findings, support, monitor and verify the commodity audit closure; oversee that systems are in place to avoid recurrence of audit findings.
• Give support on warehouse Management and commodity handling practices and revisions to comply with donors’ rules and regulations, organizational policies and statutory laws.

Key Result #3-Capacity Building:

• Coordinate with the CB and compliance officers, commodity transfer officers, distribution supervisor to identify knowledge and skills gaps and manage provision of capacity building interventions in the areas of compliance and commodity management to staff.
• Develop training materials; facilitate and trainings as needed.
• Orient new staff identity, culture, commodity management tools, and processes.
• Organize assignments and tasks, expectations in a way that fosters opportunities for staff to learn and develop.

Key Result #4 – Food Delivery Management

• Facilitate the collection of shipping documents in timely fashion and ensure the commencement of goods clearance before the arrival of the shipment at unloading ports.
• Collect daily dispatch reports from port representatives or other sources, prepare final dispatch summary and report to the concerned departments for status update.
• Follow-up the status of vessels carrying FH/E cargo while in deep sea and maintain contacts with concerned officials to collect information on ETA (expected time of arrival) of the vessel at a designated port of entry.
• Identify and collect evidence (including short landing certificate, survey report, waybill/ GRN discrepancy) for any commodity shortfalls/excess after the completion of any shipment by comparing the Bill of lading quantity with the quantity received at PDP.
• Facilitate and handle loan processing and repayment as per the agreed upon schedule.
• Work effectively and collaboratively with shipping agents, stevedores, port authorities, clearing and forwarding agents, surveyors, and customs.
• Visit port as required and when necessary.

Key Result #5 – Food Resource Management

• Advise and provide direction for the field team to make adequate preparations to receive commodities.
• Ensure that food commodities delivered are appropriate to the food consumption of the target community.
• Follow the adherence of food distribution requirements that are mentioned at pre-distribution phase, during distribution and post-distribution phases.
• In cases of shortage or damage, advise the team to collect evidence for the claim.
• Ensure that all commodity losses and claims procedures are in accordance with the FH and donor requirements.
• Maintain inventory control on a quarterly basis and ensure that the commodity book balances match with the actual stocks.

Education/ Experience

BA in Accounting or any related field of Study. 8 years relevant experience preferably in a similar NGO setting. Previous experience on RFSA is highly preferred.

Based on the urgent need for the position, applications will be shortlisted on a rolling basis.

This Job Description is Subject to change

Safeguarding Policy

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

Gender Responsibility

⮚ Provide adequate time to staff to participate in gender sensitivity workshops and related events.

⮚ Through observation, interviews, and spot-checks, ensure that the staff planning process is gender sensitive.

⮚ Build a better gender balance in staffing through affirmative action.

⮚ Observe if women staff are as involved as men in high-profile activities such as interaction with visitors and chairing meetings, and take corrective action if warranted.

⮚ Encourage female staff to participate in external networks (local and regional), as well as seminars and cross visits.

⮚ Facilitate open and regular discussions with staff on about the work environment, policies, and values convenient to gender issues.

Safety & Security Responsibility

⮚ Encourages compliance of Safety and Security principles and policies of the organization by all staffs;

⮚ Visiting project Offices and operational areas periodically to meet staff and making sure that all staff members are aware of the safety and security procedures;

⮚ Explains to staffs the reasoning behind the organization’s safety and security policies and procedures

⮚ Organizing local training sessions, such as First Aid, Fire Safety, and Defensive Driving for staff members. If possible, he/she should conduct briefing and training sessions himself/herself;

⮚ Ensures that safety and security objectives are added to performance reviews and evaluations of all staff members;

⮚ Encourages staff to adopt safe and secure practices. Ensuring that updated personnel information related to safety (Record of Emergency Data) and security management are kept in Human resources.

Job Level Specifications

⮚ Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.

⮚ Strong Interpersonal skills,

⮚ Emotional maturity,

⮚ Cross-cultural Sensitivity,

⮚ Ability to work effectively under pressure

Education/ Experience

BSc. Degree preferred in Agriculture, Natural Resource Management, Rural Development and Agricultural extension, or related field master’s is preferred. 8 years relevant experience preferably in a similar NGO setting. Previous experience on RFSA is highly preferred.

Distinguishing Competencies

⮚ Strong computer skill and knowledge in the area of MS word, MS Excel, MS Access, PowerPoint and email communication.

⮚ High level of initiative taking.

Language

⮚ Proficiency in both spoken and written English. Ability to write reports and business correspondence.

This JD is subject for Revision