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 mentioned position:

Position:                         Commodity Tracking System - CTS Coordinator

Duty Station:                 Addis Ababa

Duration of Contract:   One-year contract, renewable (with 60 working days of Probation)

Closing date:                    June 17, 2023 

POSITION SUMMARY: 

The Commodity/ CTS Coordinator is responsible to coordinate the overall food aid resources from the moment received from PDP to respective FDPs and support as needed on food resources within the RHA department.  He/she follows up the allocated commodities against FDP level breakdown, communicates the commodity breakdown and approved 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. The commodity/CTS Coordinator is also responsible for generating a monthly report Global Commodity Status Report (CSR), Recipient Status Report (RSR) and Commodity Loss Status Report (CLSR) and Quarterly Reports using the standard tool. 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 effected 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

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

2. 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. 

3. 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. 

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

5. 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. Responsible for generating a monthly report Global Commodity Status Report (CSR), Recipient Status Report (RSR) and Commodity Loss Status Report (CLSR) and Quarterly Reports using the standardized CCTS tool. All generated reports will be filed in a manner that enables ease of retrieval and audit.

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

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

4. Ensures the availability of an adequate filing system of all relevant commodity transaction documents and reports.

5. Prepare periodic commodity movement Status Report as per the set timetable and submit it to commodity manager for final dispatch to donors and government bodies;

6. Make sure to use the data-based information systems and maintain commodity records.

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

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

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

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

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

• Strong computer skill and knowledge in the area of MS word, MS Excel, MS Access, PowerPoint and email communication.

• High level of initiative taking.

Education and Experience

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

• General agriculture, food science

• MSc in the above listed disciplines is preferred 

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

Supervisory Responsibility

⮚The position has no supervisory responsibility . 

Language

⮚ Proficiency in spoken and written English and the country’s local language (s)

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 & Security Responsibility

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

⮚        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;

⮚        Explains to staffs the reasoning behind the organization’s safety and security policies and procedures

⮚        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;

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

Encourages staff to adopt safe and secure practices. Ensuring that updated personnel information related to safety (Record of Emergency Data) and security management are kept in Human resources.

Gender Responsibility

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

⮚        Through observation, interviews, and spot-checks, ensure that the staff planning process is gender sensitive.

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

⮚        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.

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

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

How to Apply

Female Candidates are highly encouraged to apply

Competent candidates should submit their application and updated CV’s ONLY to:         recruitment_fhe@fh.org

Candidates MUST refer the position title "CTS Coordinator" on the subject line of their email and applications