Commodities Coordinator vacancy-zimbabwe
Purpose of the Position
Coordinate all Commodities Transportation, Warehousing and Distribution for the ENSURE Consortium during the Lean Season Elnino Drought Response in 6 Provinces in Mutare and Masvingo Districts.
Manage all the tracking procedures in the commodity department to ensure all food transactions are accounted for in compliance with donor requirements and regulations (USAID)
Ensure the commodity accounting procedures in Zimbabwe are in compliance with the WV partnership commodity accounting manual.
Major Accountabilities/Responsibilities:
ENSURE Consortium 60%
Coordinate all Commodities Receipts with ENSURE Consortium agencies WVZ and CARE International.
Provide technical support to field operations for smooth operation of Commodities Management Registration, Verification and Distribution according to WVZ standards and Donor Regulation 11 within the consortium.
Ensure that all consortium monthly and quarterly reports are ready for QWICR as per donor regulations.
Ensure that each agency commodity report is accurate and reliable for the completion of the monthly and quarterly consortium global Commodity Status Reports.
Conduct regular Commodities Management, CTS and LMMS trainings to ENSURE consortium and maintaining training documents and materials.
Carry out trucks and warehouse inspections before engaging the services.
Liaise with transporters on day-to-day bases that the daily transport requirement for the transportations of food is adequately handled.
Assist with quality assurance that the food is meeting the specified quality standard.
Facilitate clearance of food commodities, vehicles and other program assets.
Receive documents of goods and assets from Donors and request for import permits.
Based on the import permit apply for rebate letters and send the documents to the clearing agents.
Conduct physical examination of goods
Ensure all warehouses in the country have the same standard according to the World Vision commodity manual.
Based on the receipt of distributions plans from districts prepare monthly food requirement plan which indicted the balance at end of the month from the districts warehouse and the actual quantity to be sent from central warehouse.
Prepare Commodity Dispatch Authorization (CDA) on monthly bases based on distribution plan submitted by the districts for approval by Manager.
Make sure all warehouses have timely information (allocations) as to what to expect from the port or central warehouse and receive conformation from district warehouse regarding receipt and dispatches on daily bases.
Maintain a consolidated record for all warehouses, which gives the stock information on weekly basis.
Prepare warehouse inspection report on monthly basis.
Arrange for visit for all program warehouses when necessary to make sure that they are adhering to the world vision commodities Manual.
Seek approval of disposal from the donor, in accordance with donor regulations ensuring that copies of the certificate of analysis, and condemnation certificates from health inspectors are attached.
Evaluate the cost of the unfit commodities.
Liaise with warehouses to set actual dates for disposal and communicate with donors and stakeholders who have to witness the destruction.
Facilitate completion of Certificate of Destruction by the stakeholders.
Submit report for the commodities disposed on monthly basis.
Facilitate donation of empty tins or bags to the social welfare.
Attend and participate daily devotional and weekly chapel meetings.
WVZ 40%
Review all Commodity Reports from all the ENSURE District sites.
Ensure that the Commodity Reports are accurate and reliable with all the supporting documentation available for completion of the monthly global Commodity Status Reports; including the main CSR, LSR and RSR.
Write global (Zimbabwe) monthly and quarterly commodity narrative reports using CTS reports.
Maintain a clear and complete paper trail for all the commodity transactions under USAID from port to World Vision main warehouses, to secondary warehouses to distribution centers and finally to end users / beneficiaries.
Maintain a clear accounting and documentation process for each shipment.
Responsible for data integrity within the system.
Plan for spot checks in all warehouses to review the physical inventory, stacking, ledger books and stack cards.
Work with the Commodity Officers to supervise and provide training for all other commodity staff including the Food Monitors, FAIRO Officer, FAIRO Assistants and Warehouse staff at all levels.