Food Assistance and Reporting Officer Full Time

 Job Summary

The position is responsible for monitoring and reviewing the overall commodity (food, agricultural supplies and non-food items) movement of the field office using the agreed tracking system. This includes the receipt of commodities at main warehouses, dispatch to FDPs, receipt at FDPs, transportation, losses, and distribution in the field office operational woredas.  S/he is responsible for reconciliation of the monthly physical counts against the book balance of each warehouse and maintaining stock card and transaction files and supporting documents. S/he will also work with FAIR Specialist (HO) to ensure the utilization of the Last Mile Mobile System (LMMS), the commodity tracking system (CTS) and other agreed electronic tracking systems.  The position is also responsible for coordinating proper recording, commodity reporting and to ensure that the field office commodity control system is in line with CARE’s Resource Food Manual and donor minimum standards. S/he will also train and support the field office storekeepers and distributors on commodity documentation and reporting related issues.

II.    Responsibilities

Job Responsibility #1 Commodity Accounting, Monitoring, and controlling (35%)        

• •    Review field Office commodity movement including deliveries, transportation, and distribution at all warehouses and FDPs of the field office
  •    Verify the amount received, distributed and losses through proper documentation and provide regular reports to the team leads
  •    Maintain food receipt records from Donors, other organizations and transferred commodities from main warehouse to FDPs at field office level
  •    Document the distribution of food commodities at each warehouse and FDP ensuring information about distribution against approved beneficiary numbers at woreda and kebele levels
  •    Support efforts to ensure that the commodity control system is in line with CARE’s Food Resource Manual and donor regulations
  •    Follow up with the dispatching warehouses on the progress of receiving and dispatching status
  •    Update all commodity balances at field office level for regular and extended woredas along with emergency commodities and seeds and report to the DFSA PM and FAIR Specialist (HO)
  •    Analyze inventory reports and provide feedback to the DFSA PM and FAIR Specialist (HO)
  •    Oversee the quality preparation of the master beneficiary list (MBL) that is produced from the last mile mobile system (LMMS) and payment and attendance software system (PASS) through technical support to woreda and CARE staff
  •    Ensure the reconciliation of the MBL with payment sheet and other documentation before resource authorization
  •    Manage field office food inventory reporting to ensure that all transactions are accounted for through receipts, distribution, loss/damage claims, corrections of entries and through other recommended actions
  •    Collaborate with team leads to facilitate the implementation of audit report action items pertaining to commodity reporting and documentation by food aid monitors
  •    Supervise and check the warehouse commodity documentation and provide feedback
  •    Update commodity systems and inform team leads, project manager(s), commodity officer/supervisors, storekeepers of additions, deletions or other changes

Job Responsibility #2:  Reporting and Documentation (40 %)

• •    Develop and regularly update commodity related information in the database as per the specific requirements of donors, auditors and CARE
  •    Maintain commodity files and ensure the integrity of these files in the field office
  •    Collect source documents and prepare weekly, monthly and quarterly FO commodity status reports, recipient status reports and loss status reports to be submitted to HO as per the agreed formats and schedule
  •    Strengthening commodity reporting systems in consultation with the head office FAIR Specialist, CLM Officer and PMs
  •    Ensure the efficacy of the reporting system
  •    Collaborate with the commodity data clerk(s) and the commodity, agricultural inputs and supplies supervisor based at woreda to ensure consistency between project data and the PASS printed data from government software
  •    Conduct monitoring visits to warehouses to check the quality of reporting and documentation at FDPs

Job Responsibility #3:  Support/Technical Assistance to FOs (20%)

• •    Provide the necessary backstop support to storekeepers and food distributers to ensure that the projects prepare detailed commodity distribution plans and submit period accomplishment reports in a timely manner
  •    Provide ongoing feedback to team lead, commodity officers and supervisors on FDP documentation and preparation of CSR, RSR and LSR
  •    Assist the storekeepers in preparation of the annual commodity movement summary report and consolidation of monthly and quarterly reports
  •    Assess the gaps related to commodity management issues and report to the team lead for timely action
  •    Proactively support the project team and take part in addressing the sexual harassment policy and the gender and diversity policy
  •    Support the field team to ensure services provided are inclusive and not discriminatory towards women, young children or people with disabilities
  •    Ensure that services are not exchanged for benefits from community members, particularly women and girls

Job Responsibility #4:  Other (5%)

•    Perform other duties as assigned

III GENDER EQUALITY

• •    Understanding and demonstrated commitment to the importance of gender, youth, and social inclusion issues.
  •    Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming
• Salary – 746$