FH Ethiopia is a non-governmental organization engaged in relief and development activities. At FH, we operate under a set of guiding principles we call the “The Heartbeat”. This includes our Values, Vision and Purpose, which serve as the explanation of who we are and how we work as organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty. FH Ethiopia would like to invite potential candidates to apply for the following position: 

Position:                                Commodity Reporting and Systems Tracking Sr. Officer (CRSTO)

Duty Station:                        Addis Ababa

Duration of Contract:         One year contract (Renewable with 60 days probation period)

Closing date:                         December 08, 2023

The Commodity Reporting and Systems Tracking Sr. Officer (CRSTO) will be responsible for the reporting of food aid commodity resources under FH RFSA-PReSERVE project locations per the FH/donor standard commodity guidelines. The position holder prepares periodic commodity reports and responsibility to efficiently manage and administer GPS tracking system, ensuring real-time tracking of vehicles, report generation, and seamless communication with technology providers and provides information to the Sr. Commodity Manager on a timely basis. 

Principal Responsibilities

Key Result #1 – Commodity Reporting

1.       Review all commodity reports sent from the field offices.

2.       Ensure all losses, returns to store, excess etc have been properly accounted for in the original field reports and in the system.

3.       Conduct a thorough check of all field documents and reports to ensure that they are accurate and filled.

4.       Ensure all filed documents and reports have been signed by the person who generated them and reviewed and approved by the next level supervisors.

5.       Perform database consolidations and generate monthly and quarterly commodity reports as per the donor and FH regulation.

6.       Administer the APs database identifying gaps, trends, and key issues in consultation with the Senior Commodities Manager.

7.       Ensure that the Commodity Reports are accurate and reliable with all the supporting documentation available for completion of the monthly Commodity Status Reports, including the main CSR, LSR and RSR

.8.       Responsible for generating and submitting a monthly and quarterly Commodity Status Report (CSR), Recipient Status Report (RSR) and Commodity Loss Status Report (LSR) Reports

.9.       Responsible for data administration within the Commodity tracking system.

10.     Conduct periodic physical examination and count of Commodities and forward all findings to the senior commodity manager.

11.     Track all losses and file claims as per USAID and FH standards.

12.     Assist the Senior Commodity Manager to evaluate the cost of the unfit commodities.

13.     Maintain an audit ready, well organized filing system for all commodity files, records, and reports. Make sure that all documents, reports, and files are secure and kept in a safe place.

14.     Participate in internal audits related to commodity management and accounting.

15.     Maintain a clear accounting and documentation process for each shipment.1

6.     Any other duties as determined by the DCoP and or Senior Commodities Manager

Key Result #2 - Compliance Management

1.       Ensure that commodities are managed in line with FH/Donor’s commodity management standards.

2.       Support and guide the field commodity teams in the proper management of food aid resources in line with FH commodity management guide

.3.       Receive daily dispatch report from FH PDPs and summarize it and forward the summary to senior commodity manager on weekly bases

.4.       Facilitate the commencement of shipment duty free clearance before the arrival of vessels at port of Djibouti.

5.       Attend commodity shipment arrivals in each FH PDPs and follow up operations and provide relevant guidance and support to the warehouse officer and PDP dispatchers.

6.       Prepare annual commodity allocation in collaboration with the senior commodity manager and timely advise all area programs to make all the warehouses ready.

7.       Follow up that the allocated foods have arrived in each distribution site with the required food packages before distribution takes place.

8.       After the completion of any shipments, compare the Bill of lading quantity with the quantity received, identify and collect evidence for the variations (Evidence including short landing certificate, survey report, way bill/ GRN discrepancy).

9.       Deals with tasks in relation to reliable transport company’s commodity loss management during bill settlement, evaluating transport efficiency and tracking of warehouse renting/renewal.    

Key Result #2 – Field Support

1.         Liaise with CCTOs to ensure that the warehouses have all required documents and warehouse supplies are available to the APs through establishing a tracking system.

2.         Facilitating printing of warehouse documents in a timely manner and send it to the project in time.

3.         Provide technical support to APs staff involved in the execution of commodity management (C&CTO, warehouse officers, storekeepers, distributors etc).

4.         Make sure all PDP warehouses have timely information about the commodity allocations as to what to expect from the port.

5.         Conduct and arrange visits for all program warehouses when necessary to make sure that they are adhering to the Standard Operational Procedures and Donor standards.

Key Result #3 – Correspondence, Networking

.1.         Attends regular meetings with partners and cooperative sponsors when assigned by the senior commodity manager.

2.         Handles all correspondence pertaining to his/her role commodities with the FH PReSERVE projects.

3.         Ensures the availability of an adequate filing system of all reports, shipping documents, letters, bid documents and agreements.

4.         Generate a consolidated record for all warehouses, which gives the stock and movement information with commodities values on a monthly basis and share it to Sr. commodity manager.

5.         Responsibility for commodity accounting and reporting for the program using the CTS/COMM care system. 

Key Result #4 - GPS system Tracking

.1.         Monitor and manage the GPS tracking system against organizational requirements.

2.         Follow up if the system operates efficiently to provide up-to-date location, geofence, ideal time and other relevant information.

3.         Act on alerts and notifications from the system as necessary including informing the commodity Sr. manager.

4.         Provide real-time details to the management and third-party monitors as necessary.

5.         Follow up and provide real-time information on all trucks dispatched from primary distribution points (PDPs) to final distribution points (FDPs)

.6.         Identify non and poor performing vehicles and communicate the status to the Sr. commodity manager for action.

7.         Generate the required information from the system to facilitate payments for the service provider.

8.         Performs data management which will be used as an input to report generation and future improvement of the tracking system.

9.         produce and share system generated monthly reports to Sr commodity team and PReSERVE management.

10.      Serve as the primary liaison between technology providers and the organization, ensuring that all technical issues are addressed in a timely and efficient manner. 

Job Requirements

Job Level Specifications

⮚       Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.

⮚       Strong Interpersonal skills,

⮚       Emotional maturity,

⮚       Cross-cultural Sensitivity,

⮚       Ability to work effectively under pressure

⮚       Good working knowledge USAID Food Commodities handling procedures.

⮚       Ability to achieve predefined results and outcomes using ethical, best practice methods.

⮚       Ability to solve problems efficiently and effectively.

Experience

⮚       At least 4 Year experience in a similar position preferably in an NGO setting. Previous experience in Commodity Management is preferred.

Education/Certifications

⮚  MA, MSc or BA Degree in Supplies management, Accounting, Statistics, and Management or any other related fields of study.

Language

• Proficiency in spoken and written English, Amharic and Afan Oromo. Ability to write reports and business correspondence.

SAFEGUARDING POLICY

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

SAFETY AND SECURITY RESPONSIBILITIES

⮚ Each FHE staff member should adhere to all pertinent policies concerning safety and security policy of FH. Lapses in safe conduct can jeopardize the health and welfare of all staff.

⮚ Every FHE staff member has an obligation to learn and understand the security situation where they are located. 

⮚ Each FHE staff member should adhere to all pertinent policies concerning safety and security.  This includes, but not limited to,

personal safety, road safety, etc.

⮚ Has a responsibility to become familiar to social, cultural and other associated features of their duty stations;

⮚ Abstains from inappropriate or offensive behavior that can put FHE in a difficult position, impair operations, and jeopardize the

health and welfare of all staff of FHE.

⮚ All FHE staff should promotes safe conducts and exercises caution in all work activities; staff should accountable for own personal and professional actions and conduct;

GENDER RESPONSIBILITIES

⮚ Be aware of the stereotypes about women’s and men’s capacities, and discuss how they influence staff, in assigning responsibility, and in managing resources at unit and organization level.

⮚ Be able to describe how gender issues relate to one’s job responsibilities and how gender equity can be promoted through the execution of those responsibilities.

⮚ Be familiar with the local Gender Focal Point(s), and go to her/him to learn more about gender issues, or when there is a gender grievance or harassment issue to resolve

⮚ Within each project and department, discuss FH’s Gender & Diversity and Sexual Harassment and sexual exploitation Policies, so that all staff are conversant with them.

⮚ Refrain from any comments or gestures that indicate prejudicial views of female staff, especially female supervisors.

⮚ In each Project and Head Office, ask women staff what changes would make it more “gender-friendly”, organization and implement the recommendations

How to Apply

Women Candidates are highly encouraged to apply

Competent candidates can submit ONLY their application and CV to: recruitment_fhe@fh.org

Candidates MUST refer to the position title “CRSTO ” on the subject line of their email and applications.