CTS ASSISTANT X 4 (LUPANE/NKAYI/MT DARWIN/BUHERA)
Purpose of the Position:
To maintain accurate commodity accounting records of all food commodities movement including receipts, loans, inter warehouse transfers, dispatches, distributions and losses in the district according to laid down procedures and donor requirements.
Major Accountabilities/ Responsibilities:
Ensure that all documentation and records pertaining to commodity movement, distribution and losses is updated daily
Compile district monthly reports and ensure that commodity reports are accurate and reliable
Run commodity Tracking System for all food and non food items movement
Maintain loss and damage register
Responsible for data integrity for accurate reliable statistical analysis
Responsible to verify physical inventory for the warehouse and ensuring daily stock control
Review the physical inventory, stacking, ledger books and stack cards in the warehouse
Work with the District Coordinator; Food Monitors / Warehouse Supervisor to supervise and provide training for all staff to ensure CTS standards are followed and proper documentation is done.
Check the distribution files for completeness and distributions against School Attendance lists
Maintain the CTS database and perform weekly system backups
Submit timely and accurate CTS reports to the CARO Officer in Provincial Office Mutare
Prepare invoices and perform invoice reconciliation at the district level.
Compile and analyse commodity information to prepare statements including monthly and quarterly and yearly status reports and commodity summary statements
Prepare monthly, quarterly and yearly reports showing planned versus achieved
Ensure all commodity reporting deadlines are met; data updates from different operational areas are received and consolidated.
Ensure accurate and timely monthly and yearly end close procedures. Control revision of monthly and yearly reports
Maintain and implement commodity tracking and management systems. Enter or supervise the entry and update of information in the computer system.
Ensure commodity records are maintained in compliance with standard policies and procedures
Monitor and review accounting documents and reports from the field for accuracy and completeness. Resolve accounting discrepancies and irregularities
Maintain a neat organized and chronological filing system
Update shipment register and shipment receipt summaries
Update loss claim register and loss files
Review food monitor reports and centre visit reports for consistency
Review physical inventory tally sheets for consistency
Coordinate with the finance department in the processing of transporter and donor invoices for reimbursement
Accounting Control and Audits
Establish and monitor the implementation and maintenance of accounting control procedures in the field
Work together with the Project manager in preparation for audits and coordinate the audit process
Conduct on the job training and refresher training of district level commodity accounting staff on the proper application of World Vision commodity management standards including the tracking systems, document and reporting formats
Knowledge and Skills:
Requires a degree in business studies, accounting or statistics
Knowledge of major donor regulations pertaining to commodities accountability and reporting and accountability
Knowledge of warehouse, transport shipping and practical freight forwarding is an added advantage.
Must be highly analytical
Knowledge of computer applications software e.g. Excel, Word.
Knowledge of accounting principles.
Ability to develop high levels of credibility and accountability
Ability to maintain a clear accounting, documentation and filing system.