Commodities Officer 172 views0 applications

Background Information

World Vision is a global Christian relief, development and advocacy organization dedicated to working with children, families and communities to overcome poverty and injustice. We are a community of close to 40,000 staff working across the world to help change the lives of vulnerable children. Our supporters, partners and staff join forces with communities on the ground to help children enjoy good health, be educated for life, experience the love of God and their neighbours and be cared for, protected and participating in addressing issues that affect their lives. World Vision has been active in Zimbabwe since 1973. Our operations are spread across 9 out of 10 provinces, with a majority of over 1.75 million beneficiaries in rural areas. Our current programs focus on improving the well-being of boys and girls in three priority sectors: health and nutrition, livelihoods and education. We also focus on child protection, gender and disabilities, emergency assistance and resilience building as cross cutting priorities across our programs. If you share the same vision, JOIN US and contribute to life in all its fullness for the children and communities we serve.

POSITION TITLE: COMMODITIES OFFICER

LOCATION: MT DARWIN

Purpose of the Position:

The purpose of the position is to manage all food commodities and ensuring all food aid and Gifts In Kind (GIK) programs are implemented in line with the set standards and objectives. Emphasis will be on quality food and GIK programming, within the framework of integrated food resources into World Vision Zimbabwe’s holistic ministry.

Major Accountabilities/ Responsibilities

1: Program & Strategic Issue

• Managing the day-to-day implementation of GIK and WFP Northern Region planned activities according to objectives and Detailed Implementation Plans.
• Participate in project design, proposal writing, budgeting process, and engaging various support offices and donors during the negotiation process.
• Liaise and meet with donors and other food programming stakeholders for the purposes of networking, information sharing and nurturing partnerships.
• In collaboration with the design, monitoring and evaluation team, ensure that food programs are monitored and evaluated and that operational research contributes to program innovation.

2: Planning

• Develop and present a comprehensive operating plan for the food aid portion of the WV Zimbabwe program on a yearly basis including: Food programming/project design; AERs, Call forward, Logistics plan and assisting in the preparation of agreements related to food.
• Develop Call Forwards schedules, and pipeline projections for the WFP program.
• Work closely with the Safety Net Coordinator and ensure that the WFP pipeline remains as healthy as possible by constantly following up call Forwards and shipments allocations and schedules with WFP Country Office in Harare.

3: Commodity tracking (Reporting and Accountability).

• Maintain a comprehensive commodity tracking systems so as to ensure that all commodities is properly distributed and accounted for to WV Partnership and major donor standards.
• Ensure that all commodity losses and claims procedures are in compliance with the World Vision Partnership and donor requirements.
• Ensure that the required periodic reports are generated from the CTS reports and submitted to the relevant consumers on a timely basis.
• Ensure the loss and claims registers, files are well maintained and checked on a regular basis.
• Maintain shipment files and registers and ensure that shipments reconciliation is accurately done on a daily basis.
• Follow up on all loans received or given to other agencies including WFP.
• Maintain inventory control on a monthly basis and ensure that the commodity book balances match with the actual stocks.
• Ensure that food and non-food commodities are well warehoused as per WV standards.

4: Personnel Management:

• Responsible for the recruitment, selection, supervision and training of commodities and logistics staff.
• Ensure proper and adequate supervision of commodities staff for a smooth implementation of the projects.
• Work on staff development plans through coaching, on job training and possible recommendation for secondments to other programs within the partnership.
• Conduct performance appraisals, maintain employee files, create job descriptions, chair hiring panels, and maintain performance standards for all employees in commodities department.

5: Negotiation & Liaison with Outside Groups

• Provide leadership and support to the Northern Region Operations
• Coordinate monthly program meetings in Northern Region
• Attend WFP monthly coordination meetings with the other Safety Net Coordinator for Northern Region
• Attend other Donors Cooperating partners meetings.

6: Finance/Budgeting:

• Maintain tight budgetary control over all program budgets and ensure compliance with the grant rules and regulations of a variety of donors (USAID, WFP and WVI standards).
• Assist in the creation of programmatic budgets, and alter as necessary in coordination with the donor.
• Create budgets and spending projections for the Commodity operations.

7: Audits

• Prepare the program for Internal, FPMG and other external audits and to ensure that food programs achieve acceptable audit standards in national, partnership, FPMG, and USG A-133 Audits.

8: Non Food Item (GIK)

• Maintain a clear and complete paper trail for all the GIK transactions from the port of entry, to distribution centers and finally to end-users/beneficiaries. Liaise with donors on potential GIK that can be utilized in supplementing some budgetary costs.
• Responsible for recording and tracking the movement of GIK commodities from donors to all programs of intervention in the country.
• Should ensure that GIK accounting procedures are in compliance with the organizational policies and standards
• Prepare accurate statistical analysis on GIK movement as per donor’s requirements.
• Receives all the commodities and distribute them. And also make distribution plans
• Prepares GIK reports on monthly, quarterly and on annual basis.
• Responsible for training staff in charge of GIK management in districts of operations.
• Supervise data collection and data integrity from district staff
• Participate and assist in relevant trainings on GIK planning and reporting
• Assist the program manager with the designing of tools that will be used for monitoring and tracking of GIK commodities.

Knowledge and Skills:

• BA Degree /Masters in Business Administration, Social Science or in other related field.
• Extensive exposure to food aid programs management (minimum 5 years) preferably with international experience.
• Adequate knowledge and experience in food aid programs and donors standards appropriate to the management of the food programs.
• Knowledge of the Sphere standards, Code of Conduct for Red Cross/ Red crescent, Humanitarian Accountability Partnerships (HAPI) and other international humanitarian standards
• Extensive experience in supervising staff and conducting capacity building workshops.
• In depth working Knowledge of computer soft wares like CTS, Excel, Word.
• Ability to effectively develop rapport and relate to donors, NGOs, counterparts, and government agencies
• Must be willing to travel and a flexible approach to living conditions.
• Fluency in English is essential.
• A valid driver’s license is required.

NB: Shortlisting will be done as applications are received. Only shortlisted candidates will be contacted.

Female applicants are encouraged to apply.