Commodities Officer - Logistics Coordination and Warehousing, Zimbabwe

Closing date: Monday, 13 June 2016

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Position Summary

Under the supervision of the commodities manager and direct supervision of the warehouse supervisors, the commodities officer for logistics coordination and warehousing will oversee the importation, storage, tracking and management commodities for the Amalima Program. The Commodities officer will work with both the commodity officer of accounting and reporting, and the logistics officer of operations to coordinate the commodities storage, handling and accounting.

Responsibilities

Commodities Handling and Accounting

• Conduct with CTS Officer, monthly physical examination and count of Commodities at all Warehouses.
• Ensure all warehouses in the country are compliant to Donor standards and Standard Operational Procedures.
• Based on the Call Forward receipt and district requirements, make allocations of the actual quantity to be sent from central warehouse or directly from Port.
• Prepare Commodity Dispatch Authorization (CDA) on monthly bases or as per need based on distribution plan submitted by the districts for approval by Manager.
• Make sure all warehouses have timely information (allocations) as to what to expect from the port or central warehouse and receive conformation from district warehouse regarding receipt and dispatches on daily bases.
• Maintain a consolidated record for all warehouses, which gives the stock information on weekly basis.
• Prepare warehouse inspection report on monthly basis.
• Arrange for visit for all program warehouses when necessary to make sure that they are adhering to the Standard Operational Procedures and General Commodity Accounting Principles and Donor standards..
• Get update of all losses and claims as per USAID standards
• Evaluate the cost of the unfit commodities.
• Liaise with warehouses to set actual dates for disposal and communicate with donors and stakeholders who have to witness the destruction.
• Facilitate completion of Certificate of Destruction by the stakeholders.
• Submit report for the commodities disposed on monthly basis.
• Facilitate proper disposal or donation of empty tins or bags as per Regulation 11.
• Maintain an audit ready, well organized filling system for all commodity files, records and reports. Make sure that all documents, reports and files are secure and kept in a safe place
• Ensure that commodity management procedures are properly documented and are in line with USAID reg.11 and CNFA requirements
• Participate in internal audits related to commodity management and accounting
• Ensure proper handling, tracking and accounting for NFI's procured for Amalima Project.

Port operations and Commodities clearance and forwarding

• Receive documents of goods and assets from Donors and request for import permits and assist the Commodities Manager in facilitating clearance of food commodities and inland forwarding.
• Based on the import permit apply for rebate letters and send the documents to the clearing agents.
• Maintain a clear and complete paper trail for all the commodity transactions under USAID from port to Amalima and District warehouses to distribution centers and finally to end users / beneficiaries.
• Maintain a clear accounting and documentation process for each shipment.
• Track progress on discharge of commodities by Inland Freight Forwarding & Clearing Agent against planned stocks and timely communicate to Commodity Manager.
• Check and validate all reports and documentation submitted by the contracted inland freight forwarders, surveyors and clearing agents
• Check and validate all invoices submitted by the IFF and Surveyor
• Come up with an evaluation for the performance of Inland Freight Forwarder and Surveyor. Carry out commodity reconciliations with IFF at the completion of receiving commodities from the Port.
• Prepare invoices and supporting documentation for the payment of IFF and Surveyor
• Ensure that all protocols are observed with the relevant ministries, authorities and departments in Zimbabwe prior to the arrival of the commodities.
• Ensure that a proper communication is made with IFF & CA regarding proper name for commodities, and correct documentation for clearance purpose at the border to avoid any delays

Other functions

• May be required to assist other Sectors of the Programme for requisite and related Commodity management functions.
• Any other duties as determined by the COP and or Commodities Manager

Qualifications

• Good working knowledge of Generally Accepted Commodity Accounting Principles (GACAP) and the USAID Food Commodities handling procedures;
• Knowledge of Commodity Accounting System and procedures is a must;
• Ability to achieve pre-defined results and outcomes using ethical, best practice methods;
• Ability to demonstrate personal integrity and trustworthiness;
• Ability to identify gaps, trends, priorities and key issues;
• Ability to solve problems efficiently and effectively;
• Ability to respect and relate to people of other faiths;
• Ability to prioritise many demands without losing focus;
• Strong analytical skills;
• Maintain balance of work, life and relationships (with regards to family and friendship relationship and support networks);
• Ability to find fulfilment in work through creativity, risk taking, initiative and innovation and team motivation;
• Female applicants are encouraged to apply.

Interested applicants should submit their Cover Letter, CV, and Salary Requirements to amalima.consultancy.services@gmail.com

We are looking to fill this position immediately and will be interviewing qualified candidates on a rolling basis.