Commodity Tracking Assistant at Albarka Health Spring Foundation (AHSF) – 2 Openings Contract

Job Title: Commodity Tracking Assistant

Locations: Kaga, Magumeri & MMC – Borno
Employment Type: Contract
Contract Duration: 6 months
Expected Start Date: As soon as possible
Slots: 2 Openings

Main Duties

• Under the general supervision and guidance of the Program Manager or the designated Logistics Officer, will be responsible for the following key duties.

Job Summary

• The Storekeeper will be responsible for the management of tracking and data management of distribution information of commodities and the management of commodity movements of WFP funded Targeted Supplementary Feeding Program (TSFP) Project in KAGA, MAGUMERI & MMC LGA, Borno state. He/She will ensure the adequacy of the warehouses and proper commodity handling and tracking.
• To maintain accurate commodity accounting records of all Receipts, Dispatches, Losses and distributions.
• To ensure that the distribution records are verified, and cross-checked against the BDLS per respective distribution centre.

Main Responsibilities and Tasks
Under the direct supervision of the Project Manager and in collaboration with the Head of the Program, the Project Manager and other collaborators of the projects and the project, he /she will:

• Report any issue to the Project Manager, Head of Program and nutrition officer for follow-up, including the need for maintenance, cleaning, and items (pallets, padlocks and so on).
• Be responsible for the security of the store, by liaising regularly with the security Officer, Security Company hired for this: provide constant monitoring of their activities, ensure that they maintain their presence and they do not conduct any irregularities.
• Always ensure the food safety of commodities by monitoring the expiry dates and the status of the packages.
• He/She will account for and maintain the records for all commodities received, stored and dispatched in compliance with AHSF and donor (WFP) guidelines.
• The Warehouse storekeeper is responsible for the documentation of commodity transactions in the warehouse, including receipt, storage and delivery of all food commodities.
• Receive the commodities from WFP, count them and ensure that all the details in the waybill correspond to what is received.
•  Fill in the waybills and sign them.
• Liaise with the distribution teams to ensure that the commodities are dispatched on time for distribution, liaise with the transporter company in cooperation with the Logistics Assistant in the Base to mobilise them for dispatch.
• Always keep track of the commodities by counting them and by issuing waybills whenever there is a commodity movement.
• Prepare daily stock reports to ensure that commodities are not lost.
• Cooperate with the Nutrition Officers for regular reconciliation of commodities and the preparation of accurate and reconciled monthly distribution reports.
• Report any loss immediately to the Nutrition Officer and the Project Manager to ensure timely action.

Management of Commodity Reception:

• Ensure that all commodities arriving at the warehouse and leaving the warehouse are properly accounted for.
• Conduct a thorough inspection of all trucks on arrival at the warehouse; ensure that trucks are properly covered with tarpaulins and there are no unauthorized commodities mixed with food;
• Fill in the truck inspection reports before the commencement of offloading; Scrutinize all waybills to ensure that the commodities are of correct quantities and quality as manifested on the waybill;
• Supervise the offloading staff during the process of offloading commodities and make sure that it is properly undertaken.
• Ensure that commodities are carefully being inspected and counted during off-loading before being accepted in the warehouse;
• Stack commodities according to type and shipment number;
• Stack commodities on pallets and ensure a space of one metre between stacks and wall, stack and stack, stack and the ceiling is maintained;
• Report any shortages, damages or excess to the Storekeeper and reflect such differences in all copies of the delivery documents;
• Fill in all stack cards immediately after completing stacking;
• Fill in all forms (waybill, loading & offloading tally sheet and random weighting form) during and immediately after completing the offloading process.
• Record all quantities delivered short (missing), quantities lost in transit and quantities damaged, if any.

Mitigation of Commodity Losses:

• Use the FIFO principle for each commodity. Commodities arriving first must be dispatched first except for reconstituted commodities.
• Short-weight and damaged bags are reconciled immediately.
• Stack damaged bags separately
• Record the number of damaged units for each consignment
• Repair bags as soon as possible.
• Repack damaged bags into new bags protected by a plastic bag.
• Reconstituted bag should be dispatched first.

Warehouse Management:

• Consistently and routinely clean the warehouse for the safekeeping of food commodities.
• Ensure the warehouse compound is clean and free from debris, vegetation, and rodent activity and has good drainage and lighting.
• Ensure inside of the warehouse floors, walls and ceiling are clean at all times.
• Ensure windows and ventilation are in good repair and screens to prevent access.
• Ensure placement of rodent baits and traps.
• Ensure the presence of first aid and firefighting equipment in strategic locations in the warehouse.
• Conduct routine inspections of the warehouse to detect any infestations and inform the Storekeeper.

Treat beneficiaries with dignity and apply AHSF’s Code of Ethics and Conduct, the UN Convention for the Elimination of Discrimination Against Women (CEDAW) and the UN Convention on the Rights of the Child (UNCRC) in the field

Education and/or Work Experience Requirements

• A minimum of a Bachelor’s Degree in Information systems, Computer Science or any other relevant discipline.
• A minimum of 3 years experience in a similar role in a busy environment.

Key Requirements:

• Excellent verbal and written communication skills, including the ability to effectively communicate with internal and external customers.
• Excellent computer proficiency (MS Office – Word, Excel and Outlook)
• Experienced in calculating tonnage, matrix tone of commodities received, dispatched and reporting on CPDR.
• Excellent knowledge of using waybills.

Essential:

• Be professional, motivated, flexible and culturally sensitive
• Be excellent in communication skills and proficient in report writing especially success stories.
• Be resident and familiar with the terrain in Northeast Nigeria.
• Excellent working knowledge of Microsoft Office programming (Access, Outlook, Excel, PowerPoint, and Word).
• Excellent communication, writing and analytical skills.
• Excellent communication, coordination and facilitation skills.
• Ability to work in a team, and establish effective working relationships with people of different national and cultural backgrounds.
• Ability to work under tight deadlines and simultaneously autonomously manage multiple tasks.
• Previous work experience with INGO, NGO and Private Firms.

Preferred:

• Knowledge of the local language (Kanuri)
• Willing and able to be based and travel regularly within remote areas, where services are limited.
• Previous experience with a similar position.

Application Closing Date
4th July, 2023.

Important Information and Notice
Carefully observe the details as follows:

• Contact details (name, position, email address and tel. no.) of 3 professional references must be provided, whereas 1 must be for the latest employer including that of the HR/Admin person. Please do not attach any written recommendations.
• Only motivated applicants who can perform the stipulated duties and meet the required qualifications will be considered. CVs – only applications will not be considered. Please note: The position title and location must be written in the subject line of the e-mail; otherwise, it may not be considered
• CVs will be reviewed on rolling bases
• Due to the large number of expected applicants, only short-listed candidates will be contacted and invited for an interview. We apologise for the inconvenience.
• AHSF considers all applicants based on merit without regard to race, sex, colour, religion, sexual orientation, age, marital status, or disability.

Brief Conditions:

• AHSF reserves the right to transfer positions as per need/project demand at any time during the project.
• AHSF reserves the right to close the application before the deadline if the required number of candidates is attained Rolling basis review of applications.
• Travelling from home to the duty station will be the staff’s responsibility but facilitation could be provided as per the situation;
• AHSF reserves the right to close the application before the deadline if the required number of candidates is attainedRolling basis review of applications.
• Candidates will be responsible for his/her travel, accommodation and feeding during the recruitment process;
• Other Terms &Conditions will be part of the Job Contract

Note

• This ToR shall be inclusive of any other task specifically assigned by the Project Manager and direct supervisor What concerns the implementation of the program activities?
• Women are strongly encouraged to Apply
• AHSF is an Equal Opportunity Employer AHSF considers all applicants based on merit without regard to race, sex, colour, national origin, religion, sexual orientation, age, marital status, veteran status or disability.
• The AHSF and AHSF workers must adhere to the values and principles outlined in AHSF – Standards for Professional Conduct. These are Transparency, Accountability, Partnership, Integrity, and Teamwork (TAPIT). By these values, the AHSF operates and enforces policies on Beneficiary Protection from Exploitation and Abuse PSEA, Child Safeguarding, Anti Monetary Laundering Policy, Anti-Fraud, Core Humanitarian Sphere Principles, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Inclusivity Statement:

• Albarka Health Spring Foundation is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics.
• As part of their adherence to the values of AHSFV, all AHSF Intern and Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or another state.