COMMODITY AND LOGISTICS SPECIALIST – CARE Ethiopia

Accounting and Finance, Business and Administration, Logistics, Transport and Supply Chain

CARE Ethiopia

CARE Ethiopia

CARE started working in Ethiopia in 1984 in response to severe drought and famine that devastated the population and claimed the lives of nearly one million people. Since then, the organization’s activities have expanded to address the root causes of poverty and vulnerability.

In 2008, CARE Ethiopia’s office moved from a project-based approach to a more focused and strategic program-based approach. Over the eight years since that transition, CARE Ethiopia has implemented a series of programs with successful outcomes, while simultaneously impacting the policies and practices of government, serving as a thought leader amongst NGOs, and bringing transformative change to rural communities. These broader and deeper impacts go beyond the direct impacts of its programs and are a result of CARE Ethiopia’s overall country strategy, which enables CARE to design for scale.

CARE Ethiopia works in various sectors but has particularly targeted the following:

·         Food Security and Resilience

·         WASH         

·         Nutrition

·         Sexual and Reproductive Health and

·         Emergency Response as cross-cutting (focusing on the above sectors).

Job Summary

The purpose of the Commodity and Logistics Specialist HO position is to oversee the overall transport and management of food Commodity, agricultural supplies, and non- food items from the time of its arrival to CARE Ethiopia until its receipt at the final distribution site/warehouse. This includes end use checking at the beneficiary’s level as per the program’s goal and objectives. She/he will prepare timely and accurate reports for Donors and CARE, related to commodity transactions for the RFSA and JEOP programs respectively; and will give emphasis to ensure that commodity management and reports pertaining to the status of commodity and beneficiaries are correctly prepared and submitted timely to the respected stakeholders following donor guidelines, regulations and policies. S/he will supervise commodity movements as per the set standard of monitoring requirement of USAID/prime regulation and CARE commodity management guideline.

Responsibilities  

Job Responsibility #1:  Logistics Management of food commodities (25%)

• Supervise and monitor the over commodity movement as per the standard at main warehouse and Food Distribution level
• Follow up with CARE staff at primary warehouse and ensure that the allocated food commodity, agricultural supplies, and non- food items are dispatched from primes as per the monthly and or annual requirement and received at primary/central warehouses.
• Upon receipt of food commodity, agricultural supplies and non- food items in central warehouse, communicate with Field Office for breakdown of allocation by FDP Prepare and submit purchase requisitions (PRs) based on agreed allocation for commodity transportation services.
• Follow up with procurement unit to ensure timely selection and contracting of transporters
• Monitor daily transportation status with transporters, FO staff and other concerned bodies and consolidate daily and weekly status reports from the FO outlining details of commodities transported including damages and losses between dispatch location and final distribution point  
• Review and check commodity receipt confirmation report and follow up the status of commodity transportation service payments
• Follow up with the field team and primary warehouses on the quality of items stored in the warehouses if any sign of infestation and report to the manager if fumigation or other controlling measures are required
• Ensure that fumigation activates has been conducted as per the minimum standards and donor requirements
• In consultation with field offices establish/or improve logistics control systems in line with donor regulations

 Job Responsibility #2: Reporting (25%)

• Prepare receipt and dispatch plan at primary warehouse level and FDPs based on the plan from prime.
• Produce reports at all levels including loss claim, and weekly commodity status in a timely manner
• Collect distribution plan from field office, consolidate and submit for internal and Donor consumption
• Monitor distribution process and produce periodic reports
• Collect and review commodity dispatch and distribution status reports from FOs and compile for quarterly, semi -annual and annual reports
• Review monthly, quarterly and annual commodity reports and reconcile with source
• Review FO commodity documents for the purpose of A133 audit preparation and other audits
• Liaise with internal and external stakeholders and consolidate preliminary data analysis, prepare accurate and timely reports for internal and external consumptions
• Ensure commodity accounting and performance monitoring tools are in place for easy data tracking and reporting
• Recommend revisions to generic forms for utilization during dispatch, receipt and disbursement of commodities
• Follow up the performance of transporters per each round and provide reports to the procurement and finance units

 Job Responsibility #3: Planning (15%)

• Participate in the development and implementation of procedures for logistics field operations ensuring that objectives are achieved in compliance with CARE and donor commodity management strategies, policies and plans
• Plan and lead on implementation of innovative logistics operations, initiatives and programs to ensure timely, efficient and cost – effective supply of commodities.
• Prepare accurate and timely accounting, data collection and reporting to inform supply planning and contribute to a CARE wide view of commodity and logistics activities, enabling informed decision making and consistency of information presented to stakeholders
• Formulate and coordinate all commodity control measures, food, agricultural supplies and non- food item tracking systems, accounting systems and generally accepted commodity accounting principles to ensure compliance at all levels

Job Responsibility #4 Monitoring (15%)

• Conduct frequent field supervision of the overall commodity management
• Closely monitor commodity end use, warehouse management and food handling
• Ensure that commodity management systems are properly functioning as per the program’s goal and objectives
• Produce field monitoring and supervision report and provide proper feedback on each field observation

Job Responsibility #5:  Training and Technical Assistance (10%)

• Support CARE and partner’s staff on commodity management related issues
• Support Field Office Supervisor, store keepers and distributors to ensure that the projects prepare detailed food distribution plans and periodic food accomplishment reports that are submitted in a timely manner
• Provide technical support for Addis humanitarian and DFSA/SPIR unit and FO based commodity staff regarding commodity management and related issues
• Organize commodity management and accounting training for selected commodity staff
• Provide necessary backstop support to field offices to ensure that the projects prepare detailed food, agricultural supplies and non-food item distribution plans, periodic food accomplishment reports and submit in a timely manner
• Develop and enhance policy for maintaining accurate commodity accounting data tracking system in all of field operational areas

Job Responsibility #6:  Networking (5%)

• Maintain good relationship and follow-up with all partners and donors on issues related with commodity management
• Attend meetings with donors in the absence of the commodity and logistics manager
• Assess ways of sharing commodity accounting and pipeline information with other agencies at all levels

Job Responsibility #7:  Other (5%)

• Represent and oversee the overall commodity and logistic unit activities in the absence of the commodity manager.
• Perform other duties as assigned by immediate supervisor and other team members as required

GENDER EQUALITY

• Understanding and demonstrated commitment to the importance of gender, youth, and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming.

III Qualifications

• BA in Supplies Chain Management, Logistics management, Accounting, Business Administration
• 4 years of relevant experience with the first degree.
• 2 years of relevant experience plus post graduate degree.                                                                              
• NGO experience is a plus.
• Supervisory skill is mandatory for supervisory positions.

Skills Required

• Basic supervisory/managerial skills
• Technical and report writing skills
• Computer literate
• Fluent spoken and written English
• Good communication and interpersonal skills

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