World Vision International

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Assistant Commodity Accounting and Reporting Officer

Job Description

Title: Assistant Commodity Accounting and Reporting Officer

Location: Kotido District

Reporting to: Commodity Officer

Purpose of the position:

Responsible for the day to day operations of the Commodity Tracking System (CTS) data entry, reporting and maintain accurate commodity accounting records of all food commodities movement including receipts, loans, inter-warehouse transfers, dispatches, distributions, losses and return to store in compliance with FPMG and donor (USAID) guidelines.

Major Responsibilities:

CTS Data Entry

Ensure that all documentation and records pertaining to commodity movement, distribution and losses is updated daily.

  • Ensure that CTS is installed and is operational in the district of operation.

  • Captured data in to CTS based on specific Project Numbers as indicated in WV PBAS number.

  • Maintain a clear and complete paper trail for all the commodity transactions from the port to World Vision main warehouses, to secondary warehouses to distribution centers and finally to end users / beneficiaries.

  • Collect all the receipts and dispatch summary, truck inspection reports, loss reports, physical inventory, warehouse inspection report, distribution summaries and distribution center visit reports.

  • Maintain a clear accounting and documentation process for each shipment.

  • Ensure that all documentation and records pertaining to commodity movement, distribution and losses is updated daily in the CTS.

  • Responsible for data integrity for accurate reliable statistical analysis.

    CTS Data back-up management

    Maintain the CTS database and perform periodic system backups.

  • Perform CTS back-up on weekly basis.

  • After completion of the monthly reports, perform CTS system backups by 26th of every month.

  • Store the backs with three separate persons as follows: CTS Coordinator, Commodity Officer and Self.

  • Collect and archive all CTS report and backup files according to the agreed filing system

CTS and LMMS reporting

Prepare and submit district CTS Report to the Commodity Officer for review and submission to CTS Officer by the 27th of every month.

  • Before entering data in to the CTS, conduct a thorough check of all field document and reports to ensure that they are accurate and completely filled.

  • Before entering data in to the CTS, ensure that all filed documents and reports have been sign by the person who generated them and reviewed and approved by the next level supervisors.

  • Afterwards cross-check CTS report to ensure that they are tallying with beneficiary distribution list, and all the supporting documentation and reports (DCVR, TIR, Waybills, Food Monitors report, Loss reports etc) generated by field staff.

  • Ensure all Losses, return to store, excess etc have been properly accounted for in the original field reports and in the CTS system.

  • In case of errors in any documentation ensure that a sick waybill form is generated by appropriate staff and approved by the Commodity Officer to explain the error.

  • Oversees wireless connectivity issues between mobile devices, routers and roaming servers in field operations, trouble shooting where necessary.

  • Ensures correct functioning of LMMS in beneficiary registration, enrollment, household updates and commodity distribution activities. Troubleshoots technical problems as they arise (including forcing the movement of filed data to permanent data repositories).

  • Ensure backups of field data collection and ensures safety of data collected in field operations by password control to databases and encryption of laptop data where required.

  • Help administer LMMS system users within the project in coordination with the commodity officer / manager.

  • Serve as technical point of contact/support for Food Monitors and reports back to the core system delivery team on state of field deployments.

  • Work with software developers and software partners in new systems development.

  • Install LMMS in roaming servers, mobile devices and perform system data updates as required for field use.

  • Report technical failures, help to replicate problems and lead field installations with system upgrades/new releases.

  • Document technical shortfalls within the existing mobile product offering and with new version releases

  • Prepare LMMS reports and forward them to relevant departments within WVU and LMMS Global IT.

Maintain of Shipment and loss/damage registers

Responsible for maintaining the shipment and loss/damage register for the district.

  • Maintain a register of all commodity shipment received.

  • Maintain a shipment file with all the original supporting documentation of each shipment of commodity received.

  • Maintain a register of all losses/damages that were incurred in the districts during commodity movement (receipt, dispatch, distribution).

  • Maintain a loss/damage file with all the original supporting documentation of each transaction for each loss/damage report.

  • Warehouse Inspection

  • Responsible to verify physical inventory for the warehouse and ensuring daily stock control matches with CTS.

  • Review the physical inventory, stock cards and warehouse ledgers.

  • Work with the Commodity Officer to supervise and provide training for all field staff to ensure CTS standards are followed and proper documentation is done.

Qualifications: Education/Knowledge/Technical Skills and Experience

  • Requires a Bachelor Degree from a University in Computer Sciences, Accounting or Statistics.

  • Knowledge of warehousing, transport, shipping and practical freight forwarding.

  • Two years experience, preferable with a busy NOG or UN agency, in food commodities handling tracking and accounting. Prior experience with WV CTS system and or UN WFP Compass system is an added advantage.

  • Knowledge of USAID regulations pertaining to relief food commodities tracking accounting and reporting.

  • This position requires a person who is self starter, who can accomplish the task with minimal or no supervision. He/she should be able to manage a team of staff as well as cooperate with other units. He/she must be keen on details and well organized individual.