TEAM/PROGRAMME: Programs
GRADE: TBC
CHILD SAFEGUARDING:
Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
The Commodity Manager will be accountable for the custody, accounting, and reporting of all commodities delivered to SCI as Goods in Kind (GIK) or procured from different Donors. The Commodity Manager will establish and maintain Commodity tracking, documentation, and reporting systems in the SCI operational areas. S/he will supervise and build the capacity of Commodity Supervisors, Warehouse Officers, and other program staff on all aspects of commodity management in the field. It is the key responsibility of the Commodity Manager to prepare and submit timely and accurate commodity reports to the donors through the SCI line of reporting.
This is a challenging role in a complex environment. It requires a dedicated, experienced, and highly motivated individual who can manage the difficulties of living and working in such an environment and still be fundamental in helping to drive forward our programmes and our ambitions.
KEY AREAS OF ACCOUNTABILITY:
Commodity Accounting and Reporting
- Ensure compliance with BHA Regulation 11 and all applicable BHA reporting requirements for Title ll commodities.
- Prepare monthly and quarterly CSR, RSR, and DMCR reports and submit to the SCI Commodity Operations Manager for review.
- Ensure field commodity teams input in a timely manner all data regarding commodity arrivals per B/L, Survey Reports and warehouse receipts, commodity dispatches, transfers, and balances into a Log.
- Ensure that all warehouse stock balances, as determined by regular physical inventories, conform to other commodity accounting records: warehouse ledger, stack cards, Master Commodity Ledger, Master Shipping Ledger, and Log.
- Ensure that the field commodity teams maintain an updated filling system for all commodity accounting records: (LAR & RLDC) DMCR, CSR, RSRs, WDCM, Ledgers, Stack Cards, Dispatch Authorization Plans, Distribution Plans, Waybill, etc.
- Prepare commodity distribution and receive reports for SCI & report consumption on a regular basis/ monthly/quarterly basis.
Loss Processing and Reporting:
- Prepare Consolidated SC SCI DMCRs based on loss reports and submit it to SCI Program Manager on a timely basis.
- Prepare claims of Title II Commodities for SCI against liable persons/agencies/counterparts in accordance with Regulation 11 and maintain a claims ledger (separate claim ledger for tracking).
- Analyse and monitor warehouse losses to provide guidance to the Program Manager/ Team Leader on potential mitigating actions.
- Supervise large commodity reconditioning process to ensure proper processing and documentation.
- Ensure that all reconditioning activities produce reconditioning reports to document fully the process, causes and amounts reconditioned and lost and appropriate action taken (using standard tools).
Capacity Building and Quality Assurance
- Ensure that commodity staff are trained in commodity Logs. TIM and BHA FFP’s QWICR.
- Undertake regular field visits to all SCI operation counties to review records, management and reporting standards and provide technical backstopping.
- Develop timelines and clear action points to procedures for all SCI commodity accounting/audit actions, and supervise and ensure adherence by all commodity field teams to ensure timely and comprehensive compilation of data to resolve queries raised during reviews/audits.
- Develop timelines and clear action points to resolve queries raised during reviews/audits and ensure field teams show progressive and sustained improvement in complying with the rules and regulations.
- Inform the SCI Program Manager/ Team Leader and Director of Programs Implementation/ Head of Program Implementation of any discrepancies found and work with both to investigate or explain the discrepancies fully.
Logistics and Resourcing
- Oversee warehouse management through respective staff to ensure safe, orderly and clean storage.
- Review stock availability/requirements and confirm regular stock movements.
- Make recommendations regarding re-direction of commodities to other destinations.
- Develop plans, guidelines and specifications to facilitate budgeting and procurement of supplies and equipment needed for commodity transportation, storage and handling.
- In liaison with the Operations/Logistics Department, arrange for transportation, storage and fumigation (maintaining PERSUAP guidelines) of commodities.
- Participate in drafting and/or reviewing of relevant Scope of Work and Contracts for the required service vendors.
Team Leadership and Other Duties
- Lead and supervise the SCI Commodity Management Team (CAT) and provide regular technical capacity building support on proper commodities accounting and reporting.
- Demonstrate leadership, coaching, mentoring, team building skills, and provide technical oversight to the SCI commodity team.
- Guide staff to develop an individual operations plan (IOP) and perform regular performance reviews based on the IOPs.
- Participate in Monthly and Quarterly Consortium Review Meetings and make presentations as may be required.
- Provide management with program information on a timely basis.
- Any other tasks as requested.
Working contacts
Reports to: Head of Supply Chain
Staff Reporting to the Position: None
Internal: The post holder will work closely with SCI Project Managers/ Head of Supply Chain/ Head of Program Operations in Northeast of Syria with frequent visits to Gaziantep to support SCI partners OPERATING IN NWS.
External: The post holder will develop and maintain working relationships with the Nutrition working group, relevant government departments, INGOs, and UN agencies.
SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:
- Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
- Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
- Values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to
Creativity:
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks
Integrity:
- Honest, encourages openness and transparency
QUALIFICATIONS AND EXPERIENCE:
Essential
- University degree in Business, Management, Economics, Agriculture, Development or related field.
- Experience in successful Title II commodity management and clear knowledge of BHA rules and regulations related to commodity management.
- Over 7 years field level experience working with nutrition commodities aid to include hands-on distribution, warehousing, program development, donor negotiation, and senior management oversight
- Experience in applying nutrition commodities in relief and development through nutritional supplementation.
- Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
- Ability to pay attention to details and following up issues to their logical conclusion
- Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
- Solid programmatic, organizational, planning, technical, and IT skills, with proven ability to work under pressure and solve problems in a fast-paced environment
- Dynamic individual with a demonstrated ability to achieve results in a demanding and fast-paced environment.
- At least three (03) years of international experience in working in a post-conflict environment in a similar role is a critical requirement.
- Commitment to Save the Children Child Safeguarding policy
- Commitment to and understanding of Save the Children’s aims, values, and principles.
Desirable
- Previous experience in the same role.
- Ability and willingness to change work practices and hours in the event of need, including traveling at short notice and for extended periods.
- Knowledge of donor financial policies and guidelines
- Patience, perseverance and a sense of humour