World Vision Jobs – Commodity Tracking & Systems (CTS) Officer

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Job
Title:         Commodity Tracking & Systems (CTS)
Officer
Organisation: World Vision Uganda
Reports
to:  CTS
Coordinator
Project:                    Karamoja General Food Distribution (GFD)
Phase 5
Duty
Station:          Abim, Uganda
About WVU:
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 40 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 Commodity Tracking
& Systems (CTS) Officer provide management supervision of the CTS data entry and
reporting in the respective district and ensure CTS Assistants generate
accurate CTS reports that are accurate. Also ensure compliance with FPMG and
Donors requirement regarding commodity tracking, accounting and reporting for
all food aid donations given to WV Uganda.
Key Duties and Responsibilities:
1. Commodity Reporting and Accounting:
·        
Supervise CTS
Assistants in the process of data entry and generation of individual project
reports.
·        
Ensure data is
captured based on specific project numbers as indicated in WV PBAS number.
·        
Receive CTS data
replication/data consolidation from all food aid project sites and generate WV
Uganda Consolidated CTS Reports based on Project Number.
·        
Submit Consolidate
CTS Report to CTS Coordinator for review and submission to FPMG
·        
Collect and submit
CTS system backups from all CTS Officer and storage.
·        
Collect and archive
all CTS report and backup files according to the agreed filing system.
2. Review of Field and CTS Reports
·        
Review all CTS
reports from all the different food aid project sites to ensure that they tally
with the beneficiary distribution list, and all the supporting documentation
and reports (DCVR, TIR, Waybills, Food Monitors report, Loss reports etc)
generated by field staff.
·        
Ensure all Losses, return
to store, excess etc have been properly accounted for in the original field
reports and in the CTS system.
·        
In case of errors in
any documentation ensure that a sick waybill form is generated to explain the
error.
·        
Conduct a through
check of all field document and reports ensure that they are accurate and
completely filled.
·        
Ensure all filed
documents and reports have been sign by the person who generated them and
reviewed and approved by the next level supervisors.
3. Generation of food aid project Commodity
Summary Statement (CSS) and invoices
·        
Prepare CSS
reflecting actual quantities of food handled (food distributed) by WV Uganda
specific food aid project(s) during the month.
·        
Review CSS and
ensure that they tally with the CSR and RSR for each given month and project.
·        
Submit CSS to WV and
WFP Sub-Office logistic staff for approval.
·        
Hand over the signed
CSS to the CTS Coordinator for posting to the food data base by 15th
of every month.
·        
Prepare invoices
reflecting actual quantities of food handled (food distributed) by WV Uganda
specific food aid project(s) during the month.
·        
Review Invoice and
ensure that they tally with the CSR and RSR for each given month and project.
·        
Submit Invoice to WV
and WFP Sub-Office staff for approval.
·        
Hand over signed
Invoice to CTS Coordinator for submission to WFP Logistics office in Kampala by
15th of every month
Qualifications, Skills and Experience:
  • The applicant should hold a Bachelor’s
    Degree in Computer Sciences, Accounting or Statistics. Knowledge of
    warehousing, transport, shipping and practical freight forwarding.
  • Past experience
    preferable 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 major regulations pertaining to relief food commodities tracking
    accounting and reporting.
  • This position requires a person
    who is self starter, who can accomplish the task with minimal or no
    supervision. He/she should be able to manage a team of staff as well as
    cooperate with other units. He/she must be keen on details and well
    organized individual.
  • Mature Christian, able to stand
    above denominational diversities.
How to Apply: 
All suitably qualified candidates must send
their applications with complete Curriculum Vitae, via email
to wvujobs@wvi.org.  Please address the application to the People and
Culture Specialist (Recruitment) and do indicate the post title in the email
subject line.
NB: Qualified female candidates are particularly
encouraged to apply.
Deadline: 30th August,
2013.  

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