FH ETHIOPIA

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 on the following position for Tigray Emergency Response JEOP.

Position title:                                Commodity Transfer Officer (3 Positions)

Duration of contract:                  Temporary Contract

Duty Station:                               Keyih Tekli, Kola Temben and Degua Temben - Tigray

Closing date:                                December 22, 2023

Job Summary

Review projects commodity reports and their supporting documents; prepare monthly/quarterly commodity reports to donors/regional offices.  Responsible to reconcile commodity records of the project with with each store sites. He/she will advise project Commodity Storekeepers on monthly commodity reporting, donor’s policy and procedure in handling food aid commodity. He/she is responsible to keep track of commodity movement records FDP to final distribution.

Principal Responsibilities:        

Key Result #1 – Process commodity payments, Commodity receipts/collections, and management 

1. Checks all payment commodity documents, payment for allocation and other related issues prior to the project manager’s approval.  

2. Receive information on the food allocation of the woreda for the month from Commodity team in Addis Ababa

3. Manage any warehouse or food stock in the designated area under FH control to ensure safe, orderly, clean, and vermin-free storage.

4. Maintain inventory control and conduct at least monthly physical inventories to ensure that losses are controlled in storage.

5. Prepare distribution plans in coordination with the project partners to ensure the timely delivery of the required commodities at each distribution site

6. Maintain complete lists of all program beneficiaries; including, types, quantities, and dates of rations received by each (as verified by signature or thumbprint of the beneficiary) and reconcile with original consignments

7. Set up complain and response mechanisms in all final Distribution points.

8. Establish post Monitoring and Distribution systems in FDP, and ensure the activities are conducted with M&E.

9. Conduct field trips to ensure compliance of, commodity and warehouse management standards

10. Oversee if there existed strong filed supervision by Commodity Distribution Supervisors, and provide on the site capacity building. 

11. Do reconciliation of warehouse and other commodity records and take timely corrective actions if there existed discrepancies.

12. Manage Field to verify that distribution has occurred according to the intentions of the donor and FHE, noting anomalies and taking swift action to notify the Commodities coordinator/Manager when abuses are suspected.

Key Result # 2 – Recording commodity movements, produces commodity reports for Addis office review

1. Obtains monthly commodity status report from the storekeepers, JEOP Area Manager, reconcile with the ledger and stock record, and send to Commodity and Budget Analysit. 

2. Record commodity movements by commodity type and distribution site  

3. Prepares monthly commodity movement summaries for the project and submit to the Head Office on time.

4. Advice the JEOP Area Manager and JEOP officer with regard to commodity management.  

5. Prepares monthly, quarterly, and annual project commodity reports. 

6. Responsible for commodity accounting and reporting of the FH Ethiopia in emergency relief program.

 Key Result #3 – Supervises administrative and commodity staff; assist JEOP area manager in administrative matters

1. Ensures (JEOP Area Manager and JEOP officer) get transportation service properly when they come to project for report.

2. Conduct regular supervision cleaning, security and warehouse management activities

3. In consultation with the immediate supervisor, schedules commodity management staff annual leaves keep and update personnel files.

4. Assists the JEOP area Manager in commodity management and related matters.

5. Evaluate performance of commodity management staffs.

6. Insure commodity staff at all level are well equipped with necessary skills, provide on job training when necessary

 Key Result #4 – Make sure internal control is in place, commodity inventory management 

1. Ensure the commodities allocation communicated from head office JEOP staff monthly and commodities arrived timely.

2. Ensure organizational/donor standards are met always.

3. Checks inventory and commodity records of the entire distribution sites monthly.

4. Makes sure accurate stock record is in place and reconciles on a monthly basis as appropriate

5. Checks all commodity movement reports and verified by both JEOP area and Regional Manager Approved every month/quarter/year.

6. Makes sure the internal control system of the organization is in place and is observed by all commodity Management staff members of the project.

 SAFETY AND SECURITY RESPONSIBILITIES

1. Encourages compliance of Safety and Security principles and policies of the organization by all staffs;

2. Visiting project  Offices and operational areas periodically to meet staff and making sure that all staff members are aware of the safety and security procedures;

3. Explains to staffs the reasoning behind the organization’s safety and security policies and procedures;

4. Organizing local training sessions, such as First Aid, Fire Safety, and Defensive Driving for staff members.  If possible, he/she should conduct briefing and training sessions himself/herself;

5. Ensures that safety and security objectives are added to performance reviews and evaluations of all staff members;

6. Encourages staffs to adopt safe and secure practices. Ensuring that updated personnel information related to safety (Record of Emergency Data) and security

GENDER RESPONSIBILITIES

1. Provide adequate time to staff to participate in gender sensitivity workshops and related events.

2. Through observation, interviews, and spot-checks, ensure that the staff planning, Implementation, monitoring and Evaluation process is gender sensitive.

3. Build a better gender balance in staffing through affirmative action.

4. Observe if women staff are as involved as men in high-profile activities such as interaction with visitors and chairing meetings, and take corrective action if warranted.

5. Encourage female staff to participate in external networks (local and regional), as well as seminars and cross visits.

6. Facilitate open and regular discussions with staff on about the work environment, policies, and values convenient to gender issues.

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

Job Requirements

Requirements:

• BA Degree in Accounting or in other related field of study.

• Computer literate, Interpersonal skills

• Minimum of 3 years relevant work experience preferably in an NGO setting is an added advantage; previous experience in commodity management preferred. 

• Enthusiasm about the Heartbeat of FHE

How to Apply

Qualified female candidates are strongly encouraged to apply.

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

Candidates MUST refer the position title "Commodity Transfer Officer" on the subject line of their emails and applications