Commodities Officer - Baidoa, Somalia
PURPOSE OF POSITION:
To manage and provide, technical and programmatic leadership and coordination to the food assistance and non-food commodity programming in one of the World Vision Somalia (WVS) field locations (Dolo, South Central) so as to ensure life savings, contribute to livelihoods, resilience and ensuring that resources entrusted to WV Somalia by the donors are within the standards established by World Vision International and the donors.
To develop food aid proposals that are aligned with World Vision Somalia, FPMG and UN/Somalia Cluster strategies. Subsequently he/she will ensure that the Food assistance and commodities project team in the field location are adequately conversant of all programmatic elements of the different projects as it is implemented in the location.
To establish and oversee systems to coordinate the receipt, storage, dispatch, distribution, monitoring, documentation, accounting and reporting of commodities within the standards established by World Vision and food aid donors.
To ensure proper coordination with all other departments and stakeholders within World Vision Somalia field location.
Proposal Design and Coordination undertaken:
WVS food aid programming represented and on-going implementation activities detailed at all Nairobi and field-based meetings, sharing activities and plans with appropriate stakeholders.
Field-based teams coordinate Commodities programming with appropriate stakeholders including government officials, WFP and other NGOs.
Field-based Commodities teams coordinate closely with regional teams to ensure closer coordination.
Development of food aid programming with WFP and other donors, this could include undertaking assessments when needed in partnership with Programs team.
Ensure FPMG and Support Offices are kept well-informed of project implementation.
Accountable Food Aid Systems Established and Monitored:
Food aid programming grants (WFP) prepared with accurate estimations of food requirements and a comprehensive distribution monthly plan based on beneficiary information.
Verification and registration of beneficiaries in all the commodity projects ensured through the establishment of proper systems and monitoring.
Local authorities, partners and food monitors consulted to ensure the availability of a safe environment, and adequate capacity for food delivery and receipt either by airdrops or by trucking for all the commodity projects.
Monthly work plans prepared for supervisors to review.
Food aid staff trained on commodity handling and accountability. On site training for food monitors and food distributors conducted.
Monthly physical inventory and reconcile ledger and stack card balances with physical counts figures highlighting a summary of (in ledger), total receipt, total loss or damage and total dispatch as per program category undertaken. (i.e. GFD,SFP/TFP, FFE, FFW & HEA- NFIs), with signing of all stack cards and ledger balances on the date of the inventory.
Discrepancies and losses investigated and where necessary, documented findings submitted reports on the losses to relevant manager.
Commodities staff trained.
Promising staff are trained and that capacity-building plans are put into place.
Documentation and Food Programming Management Group (FPMG) compliance assured:
Field-based teams document all commodity transactions daily.
Commodity ledgers and stack cards are kept current and free from errors.
Field-based teams use tally sheets as daily transactions sheet. Report differences observed between waybills, physically count figures of commodities received.
Field-based teams document the type, quantity, condition of commodities received (SFP, FFW, FFE, etc) co-signing (with field-based managers) your signature to waybills and other document accompanying the commodities and provide comment as proof of verification.
Field-based teams prepare weekly summary report of daily transactions summarizing daily receipt, loss or damage, distribution and other situation/constraints affecting the operation and submit weekly reports.
Prepare and file claims against liable person/agencies counterparts in accordance with WV and WFP standards attaching a loss report for all losses or misuse sustained during the receipt and distribution or transfers.
Field-based teams inform (in writing) the WFP Repetitive and Commodity Manager on any deviation of distribution plan.
Prepare Monthly Narrative report prepared- highlighting loss/damages and actions-taken when necessary.
Distribution Compliance and Accountability Established:
Field-teams use tally sheets in all WFP food transactions and ensure that WFP assigned representative signs and stamps the tally sheet for the daily transaction.
Availability of scooping material at all distribution site for use when necessary. Use approved ration rates an in the correct amount for all food distributions.
Food monitors commodity assistants and or distribution team members and counterparts adhere to distribution criteria and follow distribution plan accordingly.
Beneficiary’s listings are as accurate as possible. Ensure that beneficiaries are aware of their rations.
Post and interpret rations scale at distribution sites during distribution.
Distribution plan, report any delay and or discrepancies that would cause inconveniences to distribution process and beneficiaries are highlighted to management.
Field-based teams inspect transport for jagged-edge or protrude metal that would lead to food damage and subsequent losses.
Field-based teams follow WVS security and safety procedures while undertaking commodities related activities.
KNOWLEDGE, SKILLS & ABILITIES:
Degree in Engineering (Civil); Agriculture, Social Science.
Professional technical skill desired (certification).
Knowledge of WFP Booking procedures and reporting processes.
Knowledge of humanitarian industry including SPHERE standards, Good Enough Guide, NGO code of conduct and humanitarian charter.
Proficiency in Microsoft Office Suite (MS Word, Excel, Power Point etc.)
Excellent analytical/problem-solving skills and detail orientation.
Excellent English communication skills (oral and written).
At least 4 years relief field experience, and clear understanding of WFP or USAID; ECHO or DFID food Assistance/Relief support systems.
Very strong organizational, management and communication skills.
Strong problem solving, interpersonal and negotiation skills.
Demonstrates well-developed interpersonal skills, excellent communication skills, both verbal and written, as well as negotiation skills.
Must adhere to set security standards.
Ensure a gender perspective in the scope of work.
Perform other duties as required.
Ability to work with different partners, local authorities, local organizations and NGOs, to develop and maintain positive relationships.
Cross-cultural sensitivity, flexible worldview, emotional maturity and physical stamina.
Ability to work in and contribute to team building environment.
Ability to maintain performance expectations in diverse cultural contexts, psychologically stressful environments and physical hardship conditions with limited resources.
Ability to cope and deal with stress and work under stressful work conditions.
Ability to exhibit exemplary lifestyle as interpreted in specific local Cultural context.
Able to travel frequently within WV Somalia program areas (approx. 50%) and work in high tension and high security risk situations and be able to adapt to rapidly changing contexts.
Domestic/international travel is required.