Job Title: Food Assistance Officer –
South West GFA
South West GFA
Organisation: World
Vision International
Vision International
Duty Station: Uganda
Reports to: Senior
Food Assistance Officer
Food Assistance Officer
About US:
World Vision Uganda
is a Christian Relief, Development and Advocacy Non-Government Organization
dedicated to working with children, families and communities to overcome
poverty and injustice. We currently work in over 41 districts in Uganda. World
Vision is committed to the protection of children and we will not employ people
whose background is not suitable for working with children. All employment is
conditioned upon the successful completion of all applicable background checks,
including criminal record checks where possible. “Our Vision for every child,
Life in all its fullness. Our prayer for every Heart, the will to make it so.”
is a Christian Relief, Development and Advocacy Non-Government Organization
dedicated to working with children, families and communities to overcome
poverty and injustice. We currently work in over 41 districts in Uganda. World
Vision is committed to the protection of children and we will not employ people
whose background is not suitable for working with children. All employment is
conditioned upon the successful completion of all applicable background checks,
including criminal record checks where possible. “Our Vision for every child,
Life in all its fullness. Our prayer for every Heart, the will to make it so.”
Job Summary: The Food Assistance Officer will provide
technical and direct management oversight of the food aid program at the
district level with a view to ensure quality food programming, systems and
procedures and accountability within the framework of World Vision and donor
standards and guidelines. Collaborate and coordinate with the rest of WV Uganda
ministry departments, partners, donors and government in the design and
implementation of food aid programs including early warning disaster
preparedness, mitigation and actual response.
technical and direct management oversight of the food aid program at the
district level with a view to ensure quality food programming, systems and
procedures and accountability within the framework of World Vision and donor
standards and guidelines. Collaborate and coordinate with the rest of WV Uganda
ministry departments, partners, donors and government in the design and
implementation of food aid programs including early warning disaster
preparedness, mitigation and actual response.
Key Duties and Responsibilities:
Food Aid
Programming
Programming
- Provide management supervision and oversight for the food aid
program at district level. - Manage and track food aid programming budget and assets at the
district level. - Work hand in hand with other WV Uganda departments to ensure proper
integration of the food aid programming with the greater WV Ministry. - Collaborate and coordinate with other WV Uganda ministry departments
and regional technical staff in areas of food programming research, impact
learning, innovative programming and partnerships as well as the
dissemination of major food programming issues, new ideas and trends,
advocacy and the optimization of food programming for both relief and
development need in the country. - Develop monitoring plan for all food aid and complementary
activities (Warehouse and cash) in the district and ensures that regular
and rigorous monitoring takes place during implementation. Track major
trends and finding and take action to ensure projects objectives are
accomplishments. - Provide support in the recruitment of staff that have the required
knowledge, skill and abilities in order to meet WV food aid programming
standards.
Supervision of
field operation
field operation
- Provide technical oversight through periodic visits to monitor and
review all aspects of the food programming and systems as well as to
provide appropriate feedback and recommendation to the Field Coordinator
and Food Monitors. - Ensure proper management of the entire process of distribution planning,
food dispatch from the warehouse to the FDP, receipt of food at the FDP,
distribution, returns and accounting of losses. - Ensure distribution staff have adequate distribution aid to enable
them perform their work effectively. - Conduct un-scheduled and scheduled field visit to observe
distribution and check compliance with set standards. 50% time allocated
for field visit per month. - Conduct on spot training to correct any anomalies detected.
- During field visit talk to beneficiaries and community leaders to
get their opinion regarding project implementation.
Review of field
documents and reports
documents and reports
- Ensure that proper food handling and accountability systems are in
place including the maintenance of all required records and documentation
and installation and operation of CTS at the district level. - Ensure that CTS is installed and is operational at the district
level. - Put in place proper systems and schedules for review of documents
and reports with a view to ensure compliance with World Vision and donor
standards and guidelines. - Review CSR, RSR & LSR and ensure they tally with distribution
reports generated from the FDPs. - Ensure beneficiary list tally with all supporting documentation
(Waybill, TIR, Unloading tally sheet, DCVR & Certificate of food
receipt and distribution). - Ensure all losses (warehouse, transit & distribution) and excess
have been properly accounted for in the waybill and reported accordingly. - Ensure all commodities returned to the store are accompanied by a
Return to Store waybill. - Ensure quantity shown as received on the waybill & tally sheet
agrees with actual physically count at the FDP. - All commodity documents and reports are accurate and completely
filled by staff concerned.
Commodity Reporting
- Ensure timely and accurate reports including CSRs, RSRs, LSRs,
narrative etc, which reflect the true picture of the food aid projects in
the district, are prepared and submitted to Senior FAIRO and Food Aid
Assistance Manager as per agreed timelines. - Ensure all reports to donor(Weekly, monthly, quarterly and EoP) are
submitted in time - Ensure FAIRO generates accurate CTS reports (CSR, RSR, LSR, Donor
Receipt tally, Distribution Summary, RTS Summary, Ration reasonability
test) as per the agreed timeline. - Prepare monthly and quarterly narrative reports as per the agreed
scheduled with SOs and Donor. - Make sure that reports capture all the major activities that
happened during the reporting period including challenges encountered and
action taken to resolve them. - Ensure reports are submitted to Sr. FAIRO and Food Aid Assistance
Manager on timely basis according to agreed schedule.
Management of
invoicing process:
invoicing process:
- Ensure timely compilation and reconciliation of CSS and invoices for
distribution cost based on tonnage handled in the district. - Ensure FAIRO prepares and submit CSS showing the value of commodity
received by the project during the reporting month within the agreed
timeline. - Ensure FAIRO prepares an invoice for tonnage handled based on the
approved USD rate per Mt. - In cases where the tonnage handled falls below the expected
quantity, prepare a fixed cost invoice in close collaboration with Field
Accountant within the agreed timeline. - In cases where WV hires transporters for food delivery to the FDPs,
ensure transporters deliver invoices to WV for payment on a timely manner.
Work with Field Accountant to ensure that invoices are processed and paid
on time as agreed in the contract transporters. - Ensure all invoices plus corresponding backups are submitted to the
local WFP office within the agreed timeline.
Staff management:
- Develop and implement a staff capacity building plan on areas of
commodity management, food distribution, and nutrition and hygiene
sensitization in order to meet established standards through on the job
training, workshops, conferences and any other appropriate methods. - Identify other training needs during appraisal process and liaise
with Food Aid Assistance Manager and HR to see how this could be
undertaken. - Implement staff performance management strategy.
Coordination and
networking
networking
- Organize staff meeting to discuss project implementation as well as
challenges and success. - Actively participate in monthly management meetings.
- Participate in Partner coordination meetings with donor and other
stakeholders. (UNHCR, OPM, WFP and other Partners)
Qualifications, Skills and Experience:
- The ideal candidate for the World Vision Uganda Food Assistance
Officer – South West GFA job opportunity must hold a Bachelor’s degree in
social sciences or development. - Three to five years of experience, preferably with a busy NGO or UN
agency, in food commodities handling tracking and accounting. - Prior experience with WV CTS system and or UN WFP Compass system is
an added advantage. - Knowledge of WV and WFP regulations pertaining to relief food
commodities tracking accounting and reporting. - A self-starter, detail oriented who can accomplish the task with
minimal or no supervision. - Should be able to manage a team of staff as well as cooperate with
other units.
How to Apply:
All suitably
qualified candidates are encouraged to apply online by visiting World Vision
International’s e-recruitment jobs portal at the web link below.
qualified candidates are encouraged to apply online by visiting World Vision
International’s e-recruitment jobs portal at the web link below.
Please follow
instructions on How to Create Account and Profile at World Vision’s
e-recruitment portal. Qualified female candidates are particularly
encouraged to apply.
instructions on How to Create Account and Profile at World Vision’s
e-recruitment portal. Qualified female candidates are particularly
encouraged to apply.
Deadline: 7th October 2018
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