Food Assistance Information Reporting Coordinator Full Time NEW

he Food Assistance Information & Reporting Coordinator is responsible for overseeing the implementation of tracking systems and reporting of food assistance deliveries. This role involves managing tracking systems functionality, staff capacity building in adoption of tracking systems, analysing commodity risks, overseeing ensuring of alignment of data quality standards, and providing timely quality reports to the WV partnerships and donors. The coordinator will work closely with logistics, program and compliance teams to ensure the smooth operation of tracking activities and sharing reports.

The coordinator fully responsible for ensuring the application of digital technologies such Last Mile Mobile System-Item Tracking System (LMMS-ITS), Partner Connect, LESS Last Mile Solution, Track & Trace and Global Distribution Tool that can enhance the quality of reporting system.
The holder of the position is the key custodian of commodity accounting and reporting for the entire food assistance programme in the operation area and is a core position in Food & Cash assistance programming.

The position has one direct report i.e. Assistant Food Assistance Information and Reporting Officer and has matrix relationships with warehouse team (Storekeepers and Assistant Storekeepers), Food Assistance Officer, Commodity Officer

Major Responsibility

Coordination and Team Building

• Foster a collaborative team environment, providing mentorship and supporting professional development for staff.
• Coordinate the implementation of management decisions/recommendations in order to meet quality standards and promote alignment with strategies and standards
• Create vision and impart vision to others and manage change, be passionate for the poor and make measurable impact
• Facilitate team building, motivate and maintain strong relationships.
• Model a high standard of personal servant leadership, maturity and integrity as an example to staff and others, nurturing staff spirituality, reinforce the core values to enable understanding of WV operations and culture as well as facilitating a working environment of mutual trust, respect, and care among all staff

Capacity Building:

• Support and mentor local institutions (CBOs, FBOs, etc.) and smaller NGOs to enhance their capabilities and ensure compliance with project standards.
• Build capacity of partners in project management, including financial management, performance management with sufficient experience to be able to connect to and gain respect of community leaders, partners and authorities.

Resource Stewardship:

• Enforce accountability by ensuring efficient resource utilization, adherence to internal controls, and achieving satisfactory financial and operational audit results.
• Enforce stewardship and accountability by ensuring that resources are efficiently and effectively utilized for the intended purpose within the set timeframe ensuring that there is value for money for every activity done
• Adhere with internal control and ensure that all projects/programs achieve acceptable financial and operational audit results

Activity

• Manage the field staff access to internal and external commodity management systems by creating user accounts and assigning appropriate permissions based on their roles and responsibilities within the systems. Communicate with the WV HO & Global DM IT solution and partner organizations to identify users, set up accounts, and verify credentials.
• Team up with Logistics, Compliance, and Program Managers to ensure tracking systems meet all regulatory and donor requirements, and to ensure efficient and effective tracking of food assistance and reporting.
• Provide training session on tracking procedures and systems, including LMMS-ITS and Partner Connect for staff and assess the capability of field staff to use systems and deliver training and technical backstopping as needed
• Analyse and resolve the commodity risks and ensure that all commodity losses reporting and claims procedures comply with the World Vision partnership and donor requirements.
• Manage and maintain system functionality of the food assistance information management systems deliveries across WFP and other UN funded projects.
• Manage the precise and timely administering of data into the commodity tracking systems and check the generated reports quality, ensuring alignment with data quality standards.
• Upload monthly LMMS-ITS reports, draft commodity summary statements (CSS), monthly narrative and other project documents of WFP projects into the Disaster Grants Database on monthly basis.
• Collaborate with WV’s Global DMT, Donors, SOs, partners, WV HO team and internal managers to disseminate regular food assistance tracking and distribution reports through various platforms and databases.

Required Education, training, license, registration, and/or Certification

• Bachelors of Art or Science in Computer Science, Information Technology, Business Management, Business Administration, Economics, Agriculture and related fields

Required Professional Experience

• 4-6 Years of experience two (2) of which should be in humanitarian and development contexts

Position’s physical requirements

• Ability to periodically work beyond working hours during reporting periods and endure extreme weather conditions (mostly very hot)

Preferred Experience, Knowledge and/or Key Competencies

➢ Previous work experience in humanitarian work, relief or emergency, such as with refugees, internally displaced persons

Good understanding of humanitarian standards such as Core Humanitarian Standards, SPHERE standards,

➢ Demonstrated understanding of food programming management information systems such as LMMS-ITS, PC, TT and CPDR

➢ Must have strong analytical, problem solving and organizational skills with an attention to details.

➢ Requires the ability to effectively present concepts to lay users in various settings and by various means (verbal and written).

➢ Requires strong communication skills to interact with all levels of staff and management.

➢ Solid background in the Windows Operating System. Comfortable invoking, stopping or restarting System Services, installing and uninstalling software, creating user groups and setting up user privileges.

➢ Solid networking skills – able to set up, securing and administer wireless ad-hoc peer-to-peer networks. Ability to isolate and troubleshoot network connectivity difficulties accordingly and through running IP configuration tools, resetting wireless connections. Understands TCP/IP protocol.