CTS Assistant

Job Summary:

PURPOSE OF POSITION:

• To maintain accurate commodity accounting records of all food and non-food commodities movement including receipts, loans, inter warehouse transfers, dispatches, distributions and losses.
• Manage all the tracking procedures in the commodity department to ensure all food and non-food transactions are accounted for in compliance with support office and major donor requirements (lJSAID/FFP, WVUS, EC/ECHO WVUK, CIDA, WV Canada, WFP etc)
• Ensure the food and non-food commodity accounting procedures in WV Afghanistan are in compliance with the WV partnership I FPMG commodities accounting manual.

Duties & Responsibilities:

MAJOR RESPONSIBILIES:
• Review all Commodity Reports from distribution sites, including warehouses and distribution centers.
• Ensure that the held Commodity Reports are accurate and reliable for completion of the monthly global Commodity Status Reports; including the main CSR, LSR and RSR.
• Collect, compile and analyze all the receipts and dispatch summary reports, truck inspection reports, loss reports, physical inventory, warehouse inspection report and distribution center visit reports
• Maintain a clear and complete paper trail for all the food and non-food commodity transactions.
• Maintain a clear reporting paper trail for entire pipeline from USAID and/or from the Port to primary warehouses, secondary warehouses, then to distribution centers and finally to end users / beneficiaries.
• Maintain a clear accounting and documentation process for each shipment and maintain the shipment files.
• Responsible for data integrity. Prepare accurate and reliable statistical analysis as required by the management.
• Responsible to update and maintain data and produce reports using the WV CTS system. Must be able to fully utilize a computerized system to develop different data bases as required by the manager
• Responsible to maintain core commodity records and files including shipment files, shipment register, loss claims file and loss claims register.
• Keep track of food commodities and WV NFl handled on monthly basis.
• Keep records of cumulative value of commodities handled by WV monthly.
• Responsible to verify physical inventory for all the food at the distribution centre to ensure that food and non-food commodity book balances match the actual stock at the distribution centre and inquire and document any variances.
• Plan for spot checks in all warehouses to review the physical inventory, stacking, ledger books and stack cards.
• Perform any other duty as requested by the Commodity Officers or his/her designee.

Job Requirement:

The following knowledge, skills and abilities is acquired through a combination of formal schooling, self-education, and prior experience and on the job training.

Required a High School Certificate or equivalent. Some knowledge of warehousing, transport, shipping and practical freight forwarding is an added advantage.

Past experience preferably with a busy NGO or a UN agency in handling of food commodities and Commodity tracking / accounting. Knowledge of major donor regulations pertaining to Commodities accountability and reporting.

Requires experience in port operations, clearing and forwarding, dispatch and logistics planning, warehousing, storekeeping, bookkeeping and computer knowledge especially

Spreadsheets and Commodity Tracking Systems or Statistics packages. Must have strong analytical skills.

Job Location: