Cash/ Commodity Management Coordinator

Job Description

JOB Summary

Responsible for planning, coordinating and controlling effective and timely management of the food aid resources of the organization (DFSA, OVC and JEOP). He /She is responsible to facilitate the importation or local procurement of commodities and mobilize timely transportation of the commodities to the destined final distribution centers. Moreover, he/she would be in charge of availing adequate warehouse capacities at each distribution center and ensure that commodity handling and warehouse management is complying with donor/FH commodity management standard

Key Result #1 – Food Resource Planning:

1. Establishesdata basedinformation systems andmaintainscommodity records including complete shipping documents, transport andforwardingagreements, dispatch reports and summary, losses and actions taken;

2. Prepare distribution plan of each shipment before the arrival of the ship at port, and ensure the availability of adequate space at destination sites and advise agents about the distribution plan;

Key Result #2 – Warehouse management and commodity transportation in project areas,

1. Ensure availability of adequate warehouses in each distribution site for prepositioning of communities and timely transfer;

2. Regularly inspect warehouses and verify that most of the available warehouses meet acceptable compliance rated by the donor;

3. Ensure standardized and healthy commodity storage and handling practices are implemented across all the projects;

4. Give technical advice to storekeepers and PSNP officers to make all the necessary preparations ahead of time so as to enable them safely receive the incoming commodities;

5. Track cargo movement on a weekly basis so as to verify the arrival of each truck at the final destinations;

6. Facilitate hiring of a reliable transport, survey, clearing and forwarding company through competitive bidding;

7. Make sure that transport agreements are timely signed before starting the operation in line with the bid analysis and negotiation reports;

8. Collect and document the necessary shipping documents and reports, based on these claim/justify any shortage or damages occurred on FH/E commodities;

9. Periodically update the list of potential commodity trucking companies, forwarding agents and surveyors for timely uplifting of commodities from PDPs to the destined distribution sites;

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

Key Result #3 – Food Delivery Management

1. Facilitate the collection of shipping documents in timely fashion and ensure the commencement of goods clearance before the arrival of the shipment at unloading ports;

2. Collect daily dispatch report from port representatives or other sources, prepare final dispatch summary and report to the concerned departments for status update;

3. Follow-up the status of vessels carrying FH/E cargo while in deep sea, and maintains contacts with concerned officials to collect information on ETA (expected time of arrival) of the vessel at a designated port of entry;

4. Identify and collect evidence (including short landing certificate, survey report, way bill/ GRN discrepancy) for any commodity shortfalls/excess after the completion of any shipment by comparing the Bill of lading quantity with the quantity received at PDP.

5. Facilitate and handle loan processing and repayment as per the agreed upon schedule;

Key Result #4 – Food Resource Management

1. Conduct pipeline analysis of commodities to determine when and where commodities are required, in what quantity, package and size;

2. Undertake periodic field visits to FH/ORDA washhouses and inspect commodity-handling and warehouse management status of projects and take immediate measures if there is any non-compliance with FH-Eth commodity management rules and regulations and donor requirements.

Key Result #5 Local Food Commodity Purchase and Non Food Commodity Shipments

1. Coordinate and facilitate local commodity purchase for the organization;

2. Prepare bid tender and distribute it to the identified potential food commodity suppliers to ensure the competitiveness of procurements;

3. 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.

4. Closely work with the selected surveyor company and make sure that commodity quality is as per to the specification

5. Follow-up and coordinate the non-food items commodities transport to final distribution sites in order to meet the objective the programs;

6. Facilitate payments to bid winners based on invoices submitted and completion status of the transport operation;

Key Result #6- Others

1. Handle all correspondences pertaining to commodities with FH/Eth commodity manager;

2. Ensures the availability of an adequate filing system of all reports, shipping documents, letters, bid documents, agreement sand resource materials.

3. Prepare periodic commodity movement Status Report as per the set timetable and submit to commodity manager for final dispatch to donors and government bodies through DFSA COP

Education/ Experience 

• BA in Accounting or any related field of Study.
• 6 years relevant experience preferably in a similar NGO setting.
• Previous experience on RFSA is highly preferred.

Based on the urgent need for the position, applications will be shortlisted on a rolling basis. 

This Job Description is Subject to change

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 Heartbeat Values and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.