World Vision International

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Food Assistance Manager

Job Description

Title : Food Assistance Manager

Purpose of the Position:

The purpose of the position is to manage all food assistance projects and ensuring all food assistance programs is implemented in line with the set standards and objectives. Emphasis will be on quality and accountability of food programming, within the framework of integrated food resources into World Vision holistic ministry.

Major Accountabilities/ Responsibilities

1: Program & Strategic Issue

  • Managing the day-to-day implementation of Food Assistance according to objectives and Detailed Implementation Plans.

  • Develop project design, proposal writing, budgeting process, and engaging various support offices and donors during the negotiation process in coordination with FRTL.

  • 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, assist FRTL in ensuring 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 assistance portion of the WV 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.

  • Consolidate Call Forwards Schedule Distribution Plans, and pipeline projections for the all food assistance program.

  • Work closely with the Regional Coordinators and ensure that the donor pipeline remains as healthy as possible by constantly following up call Forwards and shipments allocations and schedules with Sub Office and Country Office.

3: Commodity tracking (Reporting and Accountability).

  • Maintain a comprehensive commodity tracking systems so as to ensure that all commodities are 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

  • Attend Donors monthly coordination meetings and other meetings as required

  • Liaise with UN and other NGO partners to ensure coordination on program implementation on the ground

  • Liaise with Local government and other government agent on issues related to implementation of food assistance in the country. Ensure good representation of World Vision in government coordination 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 FRTL in the creation of programmatic budgets, and recommend revision where necessary in coordination with the donor.

  • Create budgets and spending projections for the Commodity operations.

7: Audits

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

Working Relations

Contact

Reason for Contact

Frequency of Contact

Food Resource Team Leader

  • Update on program implementation

  • Update on commodities management issues

  • Update on challenges and suggest solution

-Almost on daily basis.

-On Monthly bases and when it is necessary.

CTS Coordinator and Officers

  • Follow up on commodities accounting issues

  • Ensure proper tracking and reporting

  • On weekly and monthly basis

Regional Coordinators

  • Sharing information on major issues on programming and Logistics challenges and commodities audit

Daily

Weekly and Monthly

Finance Department

  • Follow up on

Transporters invoice, CSS and WFP invoices.

Daily

Weekly and when it is necessary

Donor Sub and Head )ffices

  • Logistics coordination and other related meetings.

- Monthly

Admin Department

  • Ensuring warehouse security, transporters fuel and follow up contract

-Daily when there is issues

Freedom to Act:

  1. Types of decisions made without prior approval:

  • Authorization for commodities movement

  • Reviewing transport invoices and contracts.

  • Providing support on Logistics issue to other department, NO and ADPs.

  • Conducting commodities working group/workshops

  • Suggesting on which district to conduct commodity audit and field visits.

  • Prepare department for Commodities Audit.

  1. Types of decisions referred to higher authority or decisions controlled by policy:

  • Programmatic design.

  • Loan agreement

  • Authority to speak to the media

  • Decision to hire additional staff to the department.

  • Decisions regarding outcomes of financial audits

Assignment and review of work:

Major Challenges:

Challenges

Solution

  1. Payment for transporter and invoicing.

  • Frequent meetings with transporters /trainings and monthly meetings with DCs.

  • Educate on what we expecting.

  1. Availability of resources like vehicles and computers

Allocate a vehicle to enable the smooth scheduling of support District visits.

  1. Ensuring the accountability of

Food commodities

  • Maintain good record keeping.

  • Minimize losses of food at all level.

  • Strength monitoring standards of the food storage, movement and distribution.

  • Accurate and timely commodities reporting.

  • Good audit results

4. Deadlines

  • Working closely with Districts and other consortium members to meet the deadlines.

  • Organize Training

5.Economic and social challenges

  • Innovative use of funding such as payment in foreign currency, fuel coupons and importation of commodities and assets

6.Political uncertainty and instability

  • Close collaboration with various stakeholders.

Budget Responsibility: Commodities budget - ITSH

Knowledge and Skills:

  1. BA Degree /Masters in Business Administration, Social Science or in other related field.

  2. Extensive exposure to food aid programs management (minimum 5 years) preferably with international experience.

  3. Adequate knowledge and experience in food aid programs and donors standards appropriate to the management of the food programs.

  4. Knowledge of the Sphere standards, Code of Conduct for Red Cross/ Red crescent, Humanitarian Accountability Partnerships (HAPI) and other international humanitarian standards

  5. Extensive experience in supervising staff and conducting capacity building workshops.

  6. In depth working Knowledge of computer soft wares like CTS, Excel, words, fax and e-mail, etc.

  7. Ability to effectively develop rapport and relate to donors, NGOs, counterparts, and government agencies

  8. Must be willing to travel and a flexible approach to living conditions.

  9. Fluency in English is essential.

  10. Ability to achieve personal Integrity and trustworthiness.

  11. Ability to solve problems and prioritize many demands without losing focus.

  12. A valid driver’s license is required.