Project Officer Commodity Management Risk Monitoring

As a member of the JEOP (JOINT EMERGENCY OPERATION) Commodity Management Risk Monitoring team, you will monitor and report on all JEOP (and RFSA where applicable) food commodity management activities and CAT (Cash Asset Transfer) in support of Catholic Relief Services (CRS) work serving the poor and vulnerable. Your thorough and service-oriented approach will ensure that the JEOP consistently applies best practices and constantly works towards improving the impact of its benefits to individuals served by CRS in Ethiopia.

Purpose of the Position:

• Using the JEOP monitoring tool, monitor risks associated with last mile (Final Distribution Point-FDP) commodity handling and management practices during dispatches and distribution implemented by JEOP (and RFSA) consortium partners, in compliance with cash transfer SOPs (Standard Operating Procedures), JEOP Minimum Standards for Commodity Management, cash disbursement and distribution in line with USAID BHA regulations, in accordance with sub-award agreements signed with each partner.
• Report regularly on any findings and issues at partner-managed FDPs, including general conditions of facilities, warehouses, commodity dispatch, and distribution processes and any other compliance issues related to CRS-managed food assistance programs,(including RFSA where applicable) in line with donor regulation.
• Document and share best practices through established reporting systems.
• Assess and report any capacity gap at the FDP level to Team Lead and Project Manager CRM.
• Support PDP quarterly commodity physical inventory count and reporting.
• Participate in periodic seasonal assessments, beneficiary targeting and verification, and coordination meetings at kebele, woreda, and zonal levels.
• Maintains smooth working relationships with consortium partners, local government officials, the CRS PDP team, and community members.

Specific Duties and Responsibilities:

Commodity Management Risk Monitoring

• Implements/adhere to the monitoring schedule and activities as per the Monitoring Plan developed by the Senior Project Officer (Team Lead) and approved by the Project Manager.
• Using the ICT4D devices and other Data Collection tools conduct regular FDP monitoring visits per JEOP Minimum Standards and CAT SOP. Tasks accomplished during FDP monitoring visits include but are not limited to:
• Checking FDP staffing, physical conditions of warehouses/commodity storage facilities, commodity handling, documents and record management, partner internal monitoring, and reviews.
• Conducts physical inventory check of commodities at the FDP and reconciles with relevant warehouse documents (ledger, bin/stack card, stock card, etc.)
• Verifies that the distribution process is in accordance with JEOP minimum standard (CAT SOP);
• Verifies FDP-level commodities (and or cash) receipt and distribution records to ensure transactions are properly recorded.
• Verifies commodities BUBD tracking, and reporting by implementing partner to CRS in a timely manner.
• Verifies that monthly and quarterly FDP level CSR, RSR, and LSR are prepared and submitted to respective line managers for onward submission to CRS in a timely manner.
• Verifies proper documentation of master beneficiaries list, distribution plan, payroll, monthly reports, and other relevant documents (LAR, market/mill check, GRN, issue/release note, etc.) are available at the FDP.
• Verifies that partner implements adequate and appropriate branding and marking at FDP;
• Checks whether adequate materials/equipment and supplies, including relevant blank forms, are available at the FDP.
• Examines procedures implemented by partners to protect special groups including pregnant women and lactating mothers, participants with special needs, and the elderly.
• Conduct end-use checks during and after food/cash distribution to receive feedback on JEOP service delivery.
• Conducts market/mill assessment at the end of each round.
• Checks whether the necessary safeguarding, protection, COVID-19 prevention, and other safety measures are in place.
• Make sure that all data collected through the ICT4D device and other data collection tools are accurately recorded and reported.
• Conducts exit meeting with partner FDP and woreda staff and discuss observations, findings, and the possible recommendations that may be reported at the end of the monitoring visit;
• Documents minutes of debriefing meetings and shares with Team Leads and Project Manager - CRM.

Assessing capacity and gaps of each FDP

• Assesses requirements at each FDP and evaluates the capacity and knowledge of the partner’s staff responsible for record-keeping and warehouse management.
• Identifies any gaps that may impede commodity management and CAT compliance with JEOP Minimum Standards, CAT SOP, and USAID regulations.
• Reports the analysis back to the Team Lead and Project Manager CRM.

Preparing and submitting reports, lessons learned and best practices

• Ensure timely and accurate synchronization of all reports via relevant ICT4D tools and platforms.
• Follows up and reports on the implementation of any Internal and External Audit recommendations, which are to be implemented by partners, as instructed by JEOP SMT.
• In case of incidents, report immediately to the Team Lead and or directly to the Project Manager Commodity Risk Monitoring, in line with JEOP incident reporting protocol.
• Document and share lessons learned and best practices through established reporting systems.

Seasonal assessments, targeting/verification, and coordination

• Participate in periodic seasonal assessments, beneficiary targeting and verification, and coordination meetings at kebele, woreda, and zonal levels. 

PDP physical inventory count

• Support PDP quarterly commodity physical inventory count and reporting.

Partnership

• Maintains smooth working relationships with consortium partners, local government officials, the CRS PDP team, and community members in accordance with CRS partnership principles.

Other

• Performs other related duties as required and instructed by supervisor.

Job Requirements

Typical Background, Experience, and Requirements

• MA/MSC or BA/BSC Degree in a related field of study with 2 years relevant experience for MA or 4 years relevant experience for a BA/BSC degree
• Experience in the field of Commodity Compliance and for an NGO would be a plus. 
• Additional education may substitute for some experience. 
• Experience in participatory action planning and community engagement. 
• Experience monitoring projects and collecting relevant data preferred. 
• Experience using MS Windows and MS Office packages (Excel, Word, PowerPoint). 

 Personal Skills

• Observation, active listening, and analysis skills with the ability to make sound judgment
• Good relationship management skills and the ability to work closely with local partners and community members
• Attention to detail, accuracy, and timeliness in executing assigned responsibilities
• Proactive, results-oriented, and service-oriented

Required/Desired Language: Afan Oromo/ Somalia/Amharic /English/Tigrigna

Travel Required: Extensive field travel to partner activity sites for up to 75 % of work time.

Key Working Relationships:

Supervisory: No supervisory responsibility

Internal: Works closely and collaborates with Field Officers and Project Officers.

External: Collaborates with counterparts from implementing partners and government stakeholders.

Agency-wide Competencies (for all CRS Staff)  

These are rooted in the mission, values, and guiding principles of CRS and are used by each staff member to fulfill his or her responsibilities and achieve the desired results.  

• Integrity  
• Continuous Improvement & Innovation 
• Builds Relationships  
• Develops Talent 
• Strategic Mindset 
• Accountability & Stewardship

How to Apply

You should fill out the application form through this link:  https://form.jotform.com/222991278332562 and attach your up-to-date CV and application saved by your name on / before the application deadline November 05, 2022.

You will be contacted only if selected for a written exam/interview. Phone solicitations will not be accepted. These job opportunities are open to Ethiopian nationals only.

 CRS requires its staff to treat all people with dignity and respect and to actively prevent harassment, abuse, exploitation, and human trafficking. 

 CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

CRS is an Equal Opportunity Employer

** Qualified women and people with disabilities are highly encouraged to apply**

This job opportunity is open to Ethiopian nationals only.