Internal/ External Vacancy Announcement
INTRODUCTION
Save the Children is an exciting and dynamic organization that follows a holistic approach to achieve more for children and use its resources in an efficient and sustainable way. In every programming we aim to achieve results at scale, build partnership to influence others and increase our impact; look for innovate solutions to the problems children faces, campaign for better practice and ensure that Children’s voices are heard.
Save the Children is an organization for talented people with different backgrounds and perspectives. We are proud that our people are representative of the children we work with and we thrive on our diversity. We are an equal opportunity organization dedicated to our core values of Accountability, Ambition, Collaboration, Creativity and Integrity. Our culture is embedded in these values, along with a strong commitment to our Child Safeguarding Protocol, ensuring that all representatives of Save the Children demonstrate the highest standards of behavior towards children both in their private and professional lives.
Save the Children offers sound employment conditions with opportunities for personal growth and development. If you are interested to work in an organization that is determined to achieve dramatic change for the most vulnerable children, we encourage you to look through the job profile below.
Job Title | Senior Commodity Manager |
Code | 0198 |
Place of Work | Addis Ababa |
Program/Unit | JEOP |
Monthly Salary in ETB | As per the organization Scale |
No. of Positions | One |
Length of Contract | One year |
ROLE PURPOSE:
The position is responsible for the overall food aid supply chain management and implementation of commodity management improvement plan of JEOP in the North Wollo and Waghamira zones of the Amhara region. The manager will be expected to work closely with the Team Leader to ensure the level of program directions and implementations are of the highest quality by providing support, guidance and direction on a timely and appropriate manner.; S/he will also monitor and provide suggestions to staff working in procurement, logistics, finance and award for a seamless handling of commodity and related cash resources in compliance with organizational and donor regulations. The position further represents Save the Children in Food Aid Management and Planning group, Food Monitoring Unit and is the focal point for any audit related issues.
Save the Children is currently implementing Joint Emergency Operation funded by USAID/FFP office, in the Amhara region to reduce the potential negative effects of recurrent drought on the lives and livelihoods of rural Ethiopians.
SCOPE:
Reports to: Team Leader
Dimensions:
Number of direct reports: Logistics Officer; Zonal Commodity Accountants and Commodity Coordinators
KEY AREAS OF ACCOUNTABILITY:
Commodity Planning and Budgeting
Analyse pipeline and optimum inventory of commodity based on program needs analysis; conduct timely call forwards and/or secure loans in-country as appropriate. Work with Team Leader to ensure adequate support is provided for a smooth implementation of the submitted DIP. Work with field teams to modify the approved DIP and seek logical justification from the field. Prepare monthly plan and budget phasing in for both zones. Prepare training plan for the partners and ensure that capacity building exercise is provided with adequate care and support. Facilitate finance department to prepare ITSH and other commodity related budget. Look into current expenditure trend and prepare budget for the next quarter with utmost precision. Plan, follow up and suggest appropriate action in the process of procurement and contract management.
Dispatch of Title-II Commodities
Work with CRS and GOE to secure approve caseloads at the earliest and conduct targeting as per need. Make sure that commodities dispatch, targeting/retargeting exercises, and distribution are in compliance with GoE 30-day rule guideline. Facilitate timely transportation of Title-II commodities from PDPs to FDPs without undue delay.
Commodity Management Tools:
Finalize standardization of commodity management tools. Look particularly into Monitoring tools such as Registration monitoring, Performance Monitoring, Post Distribution Monitoring, Distribution Point Monitoring, Warehouse Monitoring, etc. Review progress towards outcome and standards while developing and implementing methods and criteria for obtaining results.
Create standard reporting format for Trip Report and initiate Quarterly Narrative Report formats.
Oversee that commodity management tools are implemented appropriately across zones. Resolve problem arising around commodity management with timely solutions ensuring adherence to compliance at all times.
Warehouse management
Ensure FDP warehouse management is up to the set standard; hire warehouses as deemed appropriate and necessary and set up standard system based on commodity management minimum standard. Ensure provision of enough supplies, materials, documents for optimal commodity management practice.
Supervision and Coordination:
Coordinate with zonal offices and Addis office in areas of commodity management and operations with a particular focus on risk management. Work with Addis based JEOP SMT and provide recommendation to address key issues from the field. Coordinate closely with ORDA to make sure similar standards are implemented across all sites. Work cohesively with program and M&E teams to take timely actions.
Training, Capacity Building and staff Management
Develop staffing needs for commodity management team for the field office. Responsible to ensure that all woreda staff are hired, transferred as needed from one woreda/region to another woreda/regions as deemed appropriate and necessary.
Conduct timely joint performance plan, develop indicators, monitoring the performance of staffs on regular basis and design a feedback mechanism for improvement and learning.
Identify capacity building needs in the SC program as well as with the local NGO partners and GoE counterparts. Develop capacity building plans and systems, review systems and plans regularly and ensure implementation of the same. Lead the selection and capacity building of local counterparts ORDA with a special focus on warehouse management, commodity handling and distribution. Lead the capacity building of commodity staff such as food distributors, clerks, warehouse keepers, warehouse managers, program managers, assistant officer compliance, commodity coordinators, etc. Document lessons learned and best practices for sharing across woredas.
Monitoring and audit
Develop guideline to form an independent team comprising finance and administration in all woredas to carry out physical inventory at warehouse each month. Mandate independent team to carry out regular physical inventories at warehouses and at partner warehouses in Amhara. Coordinate monitoring activities with Program M&E unit to jointly implement monitoring activities. Coordinate and cooperate in modifying forms, analyse findings and document lesson learned. Be responsible to conduct quarterly DQA activities.
Support internal and external auditors in conducting audit and/or reviews; take active part in conducting reviews. Conduct documentation audit once a year, share findings, document lessons and take action.
Ensure implementation of audit recommendations from external auditors, internal auditors, FOTU HQ staff.
Contractual Reporting and Documentation:
This position is required to report to CRS, SC/US and GoE based on weekly, monthly and quarterly on commodity resources and transactions.
QUALIFICATIONS AND EXPERIENCE