FH Culture 

All we do, and how we do it, seeks to promote God’s beauty, goodness, and truth in a broken world. As such, we are defined by our ability to make people’s lives measurably better; our ability to deliver impact is the measure of our collective success. For we know that we are God’s handiwork, created in Christ Jesus to do good works, which God has already prepared in advance for us to do. At Food for the Hungry, we operate under a set of values called Heartbeat Values

Position:                                Commodity Management Coordinator 

Duty Station:                        Addis Ababa

Duration of Contract:        Temporary contract 

Closing date:                       September 5, 2024

Job Summary

The Commodity Coordinator is responsible to coordinate the overall food aid resources from the moment received from PDP to respective FDPs and supports the USAID funded JEOP and WFP funded GFD projects and other incoming GIKs resources within the RHP department.  He/she follows up the allocated commodities against FDP level breakdown, communicates the commodity breakdown and approves purchase order with the dispatchers. He/she ensures that each FDPS has adequate warehouse capacities before the commodity dispatch operation starts. Moreover, track each commodity movements at PDP and FDP level and report in a timely manner. He /She is responsible to follow up the local procurement of commodities and mobilize timely transportation of the commodities to the final distribution points.

Principal Responsibilities

Key Result #1 – Food Resource Planning:

1. Receive the FDP level breakdown of the people we serve including commodities allocated to respective FDPs and confirm against CRS’s allocation and communicate to the Commodity manager.   

2. Check the accuracy of commodity allocation that collected/received from each FDPs by considering the carryover balance and prepare the summary and communicate to the commodity manager. 

3. Request the commodity transportation operation through Odoo based on the approved summary and make sure that the commodity transport agreement and order are in place before the dispatch starts.

4. Communicate the commodity breakdown and the approved purchase order to the dispatchers. 

Key Result #2 – Commodity transportation and food handling. 

1. Ensure the availability of adequate space before the commodity dispatch at destination sites and collect and communicate commodity distribution plan to commodity manager at each round/month;

2. Check standardized and healthy commodity storage and handling practices are implemented across all the projects and give feedback to the Commodity manager. 

3. Give technical advice to area program team to make all the necessary preparations ahead of time so as to enable them safely receive the incoming commodities; 

4. Using the established database, track the dispatched and received commodity on a daily and weekly basis so as to verify the arrival of each truck at the final destinations;

5. Prepare the weekly commodity dispatched and distribution report using CRS’s template and confirm the data inconsistency between daily, weekly and monthly reports. 

6. Ensure the commodity transportation payments are affected as per the plan and track accordingly. 

7. Closely monitor and take immediate action in case of weevils/rodents/birds… including moisture that affects the commodity.

8. Undertake periodic field visits to FH warehouses, inspect commodity handling and warehouse management status of projects, distribution management as per the standard checklist and report immediately to a commodity manager if there is any identified gap. 

Key Result #3 Local Food Commodity Purchase

 As per the grant agreement, coordinate and facilitate local commodity purchase within the RHA department.

1. Analyze and follow-up the transportation and delivery of purchased food and ensure that the purchased commodities meet the required parameters mentioned in the tender document. 

2. Closely work with the procurement department and the selected surveyor company and make sure that commodity quality type and quantity is as per the specification. 

3. Follow-up and coordinate the commodities transport to final distribution sites in order to meet the objective of the programs;

4. Make sure that all commodity transporters payment documents are submitted and payments are affected in a timely manner. 

Key Result #4 - Monitoring and reporting 

1. Monitor respective FDPs periodically and ensure all necessary warehouse management and food handling in place. 

2. Handle all correspondences pertaining to commodities with a commodity manager;

3. Follow up periodic commodity movement Status Report as per the set timetable and submit 

4. Finalize all commodity related reports including commodity losses and reimbursements and actions taken;

5. Make sure that the resources are transferred to the people we serve based on commodity management minimum standards set by FHE and donors. 

6. Ensure key messages stated by donor food are not for sale and exchange are communicated well with the people we serve.

7. Make Sure if any incident happens like any food diversion and others are reported immediately, transparently and documented properly. 

Key Result #5 - Capacity Building 

1. Assess and recommend training needs for commodity management staff, facilitates training as needed, and supports field offices and FDP activities.

2. Provide adequate support to build capacity of AP managers, Commodity Transfer officers, Distribution supervisors, Store Keepers, Data Clerks, and Distributors ensuring Minimum Standards for Commodity Management and BHA milestones are in place.

3. Give technical advice to the JEOP and WFP team to make all the necessary preparations ahead of time so as to enable them safely to receive the incoming commodities from the donor.

4. Undertake periodic field visits to all warehouses, inspect commodity handling and warehouse management status of projects, distribution management as per the standard checklist and report immediately to a commodity manager if there is any identified gap.

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

⮚  5 years related experience in a relevant position Preferably in INGO Setting

Education/Certifications

• BA in Accounting/ Economics or relevant field of study. 

• General agriculture, food science, DRM

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

Women Candidates are highly encouraged to apply

How to Apply

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

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