World Vision International

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Senior Food Assistance Information and Reporting Officer- Arua

Job Description

Position: Senior Food Assistance Information and Reporting Officer - WNFAP

Report to: Assistant Commodity Manager

Location: Arua

Purpose of the position:

Provide overall management supervision of Commodity Tracking System in the country. Ensure that all food and non-food aid projects have adequate capacity to track and account for all the food and non-food items received from various donors from the point of receipt to the final beneficiary using CTS system.

Ensure compliance with WV Uganda, FPMG and Donor (USAD/FFP, WFP, EC/ECHO etc) requirement regarding accounting and reporting for all donations given to WV Uganda.

Key Outputs/Responsibilities

  • Overall operation management of CTS/LMMS and any database management System in all districts implementing food aid and non-food items distribution projects.

  • Organize capacity building session for FAIROs and field staff (distribution staff) on the operation of the CTS/LMMS and other computer based programs (LMMS).

  • Supervise the FAIROs in the process of data entry and generation of individual district reports. Provide technical backstopping for districts staff in the process of implementing CTS/LMMS.

  • Supervise the general management of the beneficiary database in close coordination with the Field team. Ensure data integrity and security.

  • Receive CTS data replication/data consolidation from the districts and use it to generate WV Uganda consolidated accurate reports (CSR, RSR, LSR, Donor Receipts, and Returns etc.).

  • Submit consolidated reports to Commodity Manager for review and submission to FPMG and Donors before the 7th of every month.

  • Collect and submit CTS/LMMS system backups from all FAIROs by 10th every month.

  • Collect and archive all CTS/LMMS report and backups (including distribution list) files according to the agreed filling system.

  • Design appropriate filling system that will ensure easy storage and retrieval of files and documents from the archive.

  • Supervise Monthly uploading of all LMMS backups in the FTP site by 10th of every month.

  • Generate and submit accurate CSS, and follow up with NO to ensure its signed and posted in the FGDB on time.

  • Supervise the generation of food distribution invoices from all the districts of operation, work with the respective districts staff (Commodity Officers and FAIRO) to ensure that invoices have been processed as per agreed timelines.

  • Coordinate with field and M&E teams in the supervision of registration and distribution of LMMS ration cards to different categories of project beneficiaries and ensure all compliance issues are handled.

  • Supervise the maintenance and management of the LMMS equipment in all the districts of operation

  • Attend 15% of distribution every cycle to ensure compliance and commodity standard are in practice.

Qualifications: Education/Knowledge/Technical Skills and Experience

  • Minimum Bachelors degree in Business Administration, Information Technology I.T, Computer Science, Accounting or Statistics. Masters degree is preferred.

  • Three years working experience in IT or 2 year working experience with a NGO or UN agency in Commodities Tracking /Accounting.

  • Working experience in port operations, clearing and forwarding, dispatch and logistics planning, warehousing and storekeeping. Good command of oral and written English.

  • Computer literacy is an added advantage. Strong analytical skills. Knowledge of major donor regulations pertaining to commodities accountability and reporting.