The position-holder is responsible for assisting the field-based commodity team in utilizing the Item Tracking System (ITS), Last Mile Mobile Solution (LMMS) technology, and the Country Commodity Tracking System. This responsibility encompasses providing technical assistance for commodity receiving, requesting, returning, and transferring during field registrations and distributions through the use of the Tracking System (ITS) and Last Mile Mobile Solution (LMMS) technology. Additionally, the position involves operating the LMMS/ITS web application to facilitate the establishment of new distribution projects, managing commodity shipments, and assisting in the consolidation and generation of reports related to Partner Connect (PC), CPDR, LMMS/CTS, including shipment records and loss claims.
Furthermore, the role requires maintaining systems, testing new software for field use, gathering user requirements, and supporting the installation of new or upgraded systems. The position is crucial for ensuring accurate commodity accounting and reporting within the operational area, making it a vital component of the food and cash assistance program.
PC, CPDR, ITS/LMMS System operation
Support correct functioning of ITS/ LMMS in commodity receiving, issuing, transferring, returning and distribution activities. Troubleshoots technical problems as they arise (including forcing the movement of filed data to permanent data repositories).
Assist the Food Assistance Information Reporting coordinator to collect, manage, review and produce commodity tracking, reporting and accounting information, accurately and timely.
In consultations with (FAIRC) develop a clear food assistance information management plan, reporting flow chart for WVE- WFP GFD and SFP programs;
Support backups of field data collection and ensures safety of data collected in field operations by password control to databases and encryption of laptop data where required.
Help administer ITS/LMMS system users within the project in coordination with the commodity officer
Compile and organize WFP food resource information, which is easy to produce and access the required reports and information at any time;
Operation of Commodity Tracking System
Gathering data from the field commodities staff
Serve as technical point of contact/support for Food/cash Monitors and reports back to the core system delivery team on state of field deployments.
Install ITS/LMMS in roaming servers, mobile devices and perform system data updates as required for field use.
Report technical failures, help to replicate problems and lead field installations with system upgrades/new releases.
Document technical shortfalls within the existing mobile product offering and with new version releases
Assisting Prepare reports and upload them to relevant departments within WFP PC-CPDR and WV DGDB (Disaster Grants Database) and ITS/LMMS Global IT
Collecting, Consolidating, and Reviewing Monthly Community Reports
Coordinate with food assistance officers or the responsible person from other departments so that receipts/dispatch waybills, distribution center visit reports, truck inspection reports, warehouse inspection report, loss/damage report, and other relevant reports are received in good time and properly documented.
Maintain a register for losses and damages that occur within the food aid program
Reconciliation between warehouse and CTS records
Monthly physical inventory of warehouses balance and school feeding centers balances.
Data analysis including trends and forecasts ( based on performance of the pervious moth operation )
Field visits for general monitoring and verification of reports
Engaged on collecting the required data’s for comprehensive commodity tracking system as to ensure that all commodities are properly distributed and accounted for to World Vision Partnershipand Donor Standards.
Ensure that the required periodic food assistance reports are accurate, complete, and submitted on time to the Food assistance information officerand MEAL Team
Maintain inventory control on a monthly basis and ensure that the commodity book balances match with the actual stocks together with (FAIRO) and other commodity team.
Complete WFP food resource operational areas data compilation, analysis and submission together with (FAIRO)
In collaboration with Officers Consolidate monthly commodity reports from the field into the CTS database in order to produce major reports such as CSS, CSR, RSR, and LSR
Submit forFAIR coordinator to upload project documents and monthly commodity report like CSR, RSR, LSR and CSS reports on the Disaster Grants Database on the agreed submission dates;
Show flexibility in responding to the data and reporting needs of the organization and other stakeholders for more efficiency in data collection and reporting.
Ensure that all commodity losses and claims procedures comply with the World Vision Partnership and donor requirements
Ensure backups of field data collection and ensures safety of data collected in field operations.
Coordination and collaboration
Works closely with the field teams and GFD and SFP team/Field Coordinators on all ITS/LMMS issues.
Implement training on forms and systems for field-staff to ensure adherence to WV’s standards in Food Delivery Management and Reporting and have adequate Information Management systems coverage.
Collaborating with different internal and external units to train staff on food assistance reporting and management systems;
Support on technical issues related to food assistance reporting and information management systems.
Serve as technical point of contact/support for Food assistance reporting officer / Commodity officers/audits and reports back to the core delivery team on state of field deployments.
About You
KNOWLEDGE, SKILL, AND EXPERIENCE
Required Education, training, license, registration, and/or Certification
BA/BSc Degree in IT Management, Accounting, Computer Science, Agriculture, and related fields,
Strong knowledge and working understanding of WFP GFD and SFP program
Demonstrated capacity on Food Resource Information Reporting
Required Professional Experience
Minimum 2 years’ experience in food aid, food aid information management and reporting positions; in humanitarian projects (WFP or other NGOS)
Knowledgeable of Relational Database Management Systems
Ability to troubleshoot IT problems – both hardware and identify software failures. Aware of how to log, track, and systematically troubleshoot IT problems.
Good Knowledge of LMMS/ITS, PC and CPDR ➢ Very comfortable supporting end-users.
Prior experience with WV ITS system and or UN WFP Compass system is an added advantage.
Knowledge of WV, WFP and USAID regulations pertaining to relief Food/cash commodities tracking accounting and reporting.
Must have strong analytical, problem solving and organizational skills with an attention to details.
Requires the ability to effectively present concepts to lay users in various settings and by various means (verbal and written).
Additional Requirements:
Strong knowledge and working understanding of WFP GFD and SFP programs
Demonstrated capacity on Food Resource Information Reporting
Experience in food resource programing, Grants/project management, Market assessment and Analysis, Cash transfer programing, performance management, project design, implementation, monitoring, evaluation and report writing.
Good understanding of humanitarian standards
Good knowledge of local context
Ability to work in high tension and high security risk situations
Ability to work in and contribute to team building environment
Committed to World Vision’s vision, mission and core values
Willingness to work under pressure and extra hours.
Ability to perform field assignments and willingness to travel for long periods in difficult terrain, harsh and demanding conditions.
Cross-cultural sensitivity, flexible worldview, emotional maturity
WORKING ENVIRONMENT / CONDITIONS
Work environment: Field-based with frequent travel to the field