Position: Field Coordinator
Report to: Commodity Officer
Project: Refugee Emergency Response
Location: Moyo District
Purpose of the position:
To provide technical management and supervision of the distribution activities at district level with a view to ensure quality food programming, systems and procedures and accountability within the framework of World Vision, Partner and Donor standards and guidelines and the sphere standards.
Food Distribution Planning, Mobilization and Sensitization:
Take part in the initial mobilization and sensitization of district stakeholders about the project goal, objectives and targeting with the view to get their buy-in in the project;
Take lead in conducting sensitizations at Settlement level;
In liaison with the Commodity Officer, plan and implement the beneficiary sensitization in close collaboration with Assistant Settlement Commandants (OPM) and donor representatives;
In liaison with the Commodity Officer, prepare distribution plan and share with all the stakeholders including but not limited to URDMC, OPM, FMCs, WV – Logistics Officer and Warehouse Supervisor;
Ensure FMs share food logs with Food management Committees (FMC) for beneficiaries to view and raise any issues arising at least 3 days before the distribution day;
In liaison with the M&E Officer, ensure that complain cases are compiled, verified and forwarded to Commodity Officer for sharing with OPM and WFP;
Together with Assistant Settlement Commandants, ensure that all complaints relating to food distributions are addressed in a timely manner.
Food Distribution Activities
Conduct distribution in compliance with WV and donor guidelines and standards;
Ensure commodity release from the warehouse is done using the approved documentation (approved food request note);
Ensure there is good coordination between warehouse and field teams during dispatch of food commodities;
Supervise FM to ensure that all commodities arriving at the FDP are properly accounted for and properly documented;
Supervise FM and ensure that food commodities are stacked in an organized manner which facilitates easier counting and distribution;
Ensure all excess commodities received are returned to the warehouse using a Return to Store waybill;
Supervise FM to ensure that they are conducting random weighing of commodities being offloaded from the trucks to ascertain that they are of the correct weight as indicated in the waybill;
Supervise FM and ensure that they conduct caucus meeting with FMCs and local leaders to agree on roles and responsibilities during distribution;
Supervise FM and ensure that they conduct pre-distribution meeting to sensitize and inform beneficiaries about commodities in the food basket, ration sizes, nutrition and hygiene messages and any other issues to be communicated to them. Give beneficiaries an opportunity to ask question for clarification;
Supervise and advise the FMs in order to ensure that appropriate crowd control measures are in place at the distribution point at all times;
Supervise FM and ensure that all beneficiaries are processed to receive food;
Supervise and advice the FM in order to ensure that there is orderly lining, receiving food and sharing of food;
Supervise and ensure that FMs are conducting random weighing of rations received by beneficiaries to establish whether they are getting rightful rations.
Distribution of Materials
Ensure that all distribution kits are procured and distributed according to the no. of FDPs / FMs;
An accurate record of all the distribution items is kept and reviewed;
Together with the FM and LO ensure that the distribution materials are kept clean and in good usable condition.
Ensure FMs provide proper accountability of commodities distributed at the food distribution point;
Ensure that FM, prepare all necessary forms related to food distribution i.e. sign receipt waybill, fill in the truck inspection report, random weighing form, distribution center visit report, certificate of food receipt and distribution, loss damage reports, DDR etc. within the agreed timeline;
Ensure FAIRO formats the food log and prints out the beneficiary distribution list prior to the distribution day and shares with the FMs. Verify the beneficiary distribution list to ensure that it tallies with the food log;
Review all forms and reports including the beneficiary distribution list to ensure that they are completely filled and are accurate and approved by relevant staff;
Ensure FM file commodity forms and reports according to agreed filing format;
Generate at least one human interest story every quarter and submit to M&E /CO for review and onward submission to the donor.
Staff/FMC Capacity Building:
Develop and implement a staff (FM) and FMC capacity building plan on areas of commodity management, food distribution and monitoring;
Identify other training needs during the appraisal process and liaise with Commodity Manager and P&C to see how this could be undertaken;
General staff management – in relation to P&C issues affecting staff (FMs);
Ensure all FMs complete the LDR at the end of every month;
In liaison with CO and respective FMs, organize for elections and trainings of food management committees.
Internal Audit and review processes
Ensure that 100% audit recommendations are implemented;
Make a follow up on all internal reviews for quality food programming;
Do spot checks and provide feedback to CO on emerging issues for beneficiaries satisfaction and compliancy to WV and donor standards.