SPIR II Food Assistance Information Reporting Specialist

Number of Position: One

Duty station:  SPIR II Consortium Office

Strengthen PSNP Institutions and Resilience II (SPIR II) is an anticipated 5-year USAID/BHA funded Resilience Food Security Activity (RFSA) led by World Vision and including consortium partners CARE, ORDA and IFPRI. World Vision and its partners will create a strong, shock responsive ecosystem of public, private, and community level actors to support PSNP households to graduate from poverty and sustain income and food security gains in 17 targeted woredas in Amhara and Oromia regions. Building from key formative and research studies during an initial refinement period, SPIR II will use continuous learning to drive program level reflection, analysis, and adaptation.

Purpose of the position:

The SPIR II Food Assistance Information Reporting Specialist is responsible for leading World Vision’s SPIR II field-based Information Management and Reporting systems, databases, tools and products. S/he ensures that relevant food assistance operational and contextual information are collected, centralized, analyzed, and s, submitted in a timely manner. The Food Assistance Information Reporting Specialist equips SPIR II management team in making the information timely, evidenced and  as well as support multiple other departments in the tracking, monitoring, and reporting of SPIR II food assistance operations. The position demands regular consultation with and guiding Implementing partners (IP), especially of food assistance management and reporting specialists. Strong candidates for this position can focus on consuming the multitude of incoming information in a development food security activity context – analyzing this data, synthesizing and reporting it in a usable format for management.

The Food Assistance Information Reporting Specialist is responsible for leading field – based Country Commodity Tracking System (CCTS). This includes provision of technical support to commodity distribution field staff during field registrations/distributions and assistance in the consolidation and generation of CTS reports for food/cash-based project reports. This position also requires delivering system maintenance, regular reporting to various stakeholders in information and reporting issues, and uploading mandatory food assistance reports in the Disaster Grants Database in a timely basis for management review and approval.

Major Responsibilities:

Information Management and Reporting

•  Maintain an organized and chronological food assistance  information management system, which is easy to access at any time according to the country retention policy
• Field visits (as needed) to assist in documentation and accountability
• Design and implement the Office Food Assistance Information Management Structure for internal and external information.
• Develop a clear food assistance information management plan, reporting flow chart for World Vision and provide support to SPIR II implementing partners.
• Maintain a comprehensive commodity tracking system as to ensure that all commodities (cash, voucher, food & NFIs, and other services) are properly distributed and accounted for to World Vision Partnership and Donor Standards.
•  Create static/online mapping identifying the location, sector, impact of SPIR II food assistance response operations
• Preparation of inputs for and sharing of Situation Reports (Sit Reps), regular reports as needed or required by the internal and external stakeholders.
• Ensure that the required periodic food assistance reports are accurate, complete, and submitted on time to the relevant consumers.
• Maintain inventory control on a monthly basis and ensure that the commodity (paper, e-voucher, in-kind assistance) book balances match with the actual stocks.
• For In-Kind, Cash & Voucher Reporting, timely, accurate, and complete reporting through the Performance Matrix Indicators (PMI) and the Response Emergency Dashboard (RED)
• Coordinate with the Global Disaster Management Team (DMT) and ensure that they are placed in Disaster Management systems such as the Disaster Grants database, Horizon, etc. for project monitoring.
• Liaise with Field office’s (FO), Implementing Partners (IPs), Finance team, GAM, for a timely, precise, and complete SPIR II reports.

Food Assistance Data Analysis, Protection and Compliance

• Complete operational areas food assistance data analysis; a document providing with full food assistance data for all SPIR II operational areas.
• Compile and analyze data to support the development of the strategy in SPIR- II and other related projects.
• Compile and analyze relevant information to inform response design, program management, operational improvement and opportunity for learning, and to support evidence-based decision-making.
• Show flexibility in responding to the data and reporting needs of the organization and other stakeholders for more efficiency in data collection and reporting.
• Ensure that all commodity losses and claims procedures comply with the World Vision Partnership and donor requirements
• Ensure backups of field data collection and ensures safety of data collected in field operations
• Maintain data security and privacy protection of beneficiary information in line with World Vision  or Donor data protection policies & procedures

Capacity building, and systems operations management

• Implement training on forms and systems for field-staff to ensure adherence to WV’s standards in Aid Delivery Management and Reporting and have adequate Information Management systems coverage
• Collaborating with different internal and external units to train staff on food assistance reporting and management systems and to all stakeholders in their respective FO or response.
• Support on technical issues related to food assistance reporting and information management systems.
• Ensures correct functioning of food assistance systems and information management in beneficiary registration, household updates, and commodity distribution activities; troubleshoots technical problems as they arise (including forcing the movement of filed data to permanent data sources)
• Ensure backups of field data collection and ensures safety of data collected in field operations
• Serve as technical point of contact/support for Field Monitors / audits and reports back to the core delivery team on state of field deployments
• Facilitate the installation of versions, and system data updates as required for holistic use
• Report technical failures, help to resolve problems and lead field installations with system upgrades/new releases

Coordination and collaboration

• Actively participate in the Food assistance Information Management working groups wherever it is active in a country of operation or in a response.
• Coordinate with Disaster Management technical support team for system upgrades, maintenance, and license support.
• Collaborate  with  World Vision field offices  and SPIR II implementing partners  system users on all  food assistance management and reporting system issues in providing technical guidance and adhering to set standards for data accuracy.
• Coordinate with partners food assistance reporting specialists and Supervise and work collaboratively with World Vision stock controllers / commodity accountants
• Coordinate with the food assistance management team and the finance unit on reporting and auditing.
• Represent SPIR II food assistance forums as advised by DMT/SPIR II leadership.
• Perform any other duties related to food assistance information management system.

Qualifications:  Education/Knowledge/Technical Skills and Experience

Required Professional Experience:

• 3- 5 Years of experience in food aid / assistance program, disaster mitigation and development related fields with a minimum of 2 years’ experience on a food assistance / food aid information management and reporting coordination position.

Qualification required:

• MA/MSc or BA/BSc Degree in Food Science, Agric. Econ, Disaster Management, Rural Development, Accounting , MIS and relates fields.

Preferred Knowledge and Qualifications:

• Strong knowledge and working  understanding of PSNP and USAID/BHA Food Security and Resilience programs
• Demonstrated capacity on Food Assistance  Information Reporting
• Experience in food assistance programing, Grants/project management, Market assessment and Analysis, Cash transfer programing, performance management, project design, implementation, monitoring, evaluation and report writing.
• Good understanding of humanitarian standards
• Good knowledge of local context
• INGO experience
• Ability to work in high tension and high security risk situations
• Ability to work in and contribute to team building environment
• Good Knowledge of LMMS
• Certified in CCTS / Country Commodity Tracking System /

 Working Environment / Conditions:

• Office based with travel to the field
• Travel: 20% Field