Food Assistance Manager

PURPOSE OF POSITION:

The purpose of the position is to manage all West Nile Refugee Response (WNRR) food commodities and ensure the WFP food aid program is implemented in line with World Vision International (WVI) Food Programming Management Group (FPMG) and Donor guidelines. Emphasis will be on quality and accountability of food programming, within the framework of integrated food resources into World Vision holistic ministry.

KEY RESPONSIBILITIES:

Program & Strategic Issue:

• Participate in project design, proposal writing, budgeting process, and engaging various support offices and donors during the negotiation process in coordination with Response Programs, Grant Acquisition Mananement (GAM) and Finance units.
• Liaise and meet with donors and other food programming stakeholders for the purposes of networking, information sharing and nurturing partnerships.
• In collaboration with the design, monitoring and evaluation team ensuring that food programs are monitored, evaluated and that operational research contributes to program innovation.
• Provide strategic leadership in the roll out of Cash in Food assistance to the WNRR program.
• Responsible for mainstreaming Refugee gender and protection in the Food assistance strategy and implementation.
• Managing the day-to-day implementation of Food Assistance interventions according to objectives and Detailed Implementation Plans.
• Work with WFP, UNHCR and OPM to develop and approve clear and concise Food Assistance community communication strategies, SOPs and support timely roll out of community outreaches to address refugee anxiety, avert tension within the Food sector group and communities.

Planning:

• Responsible for developing and implementing comprehensive operational plan for the food aid portion of the WV WNRR program including: Food programming/project design; AERs, Call forward, Logistics/security plan and assisting in the preparation and negotiating of agreements related to food programs.
• Consolidate Call Forwards Schedule Distribution Plans, and pipeline projections for the WFP program.
• Work closely with the Response Operation Manager and ensure that the WFP pipeline remains as healthy as possible by constantly following up call Forwards and shipments allocations and schedules with WFP Sub Office and Country Office.

Commodity Tracking (Reporting and Accountability):

• Maintain a comprehensive commodity tracking systems so as to ensure that all commodities are properly distributed and accounted for to WV Partnership and major donor standards.
• Ensure that all commodity losses and claims procedures are in compliance with the World Vision Partnership and donor requirements.
• Ensure that the required periodic reports are generated from the CTS reports and submitted to the relevant consumers on a timely basis.
• Ensure the loss and claims registers, files are well maintained and checked on a regular basis.
• Maintain shipment files and registers and ensure that shipments reconciliation is accurately done on a daily basis.
• Follow up on all commodities loans received or given to other agencies including WFP.
• Maintain inventory control on a monthly basis and ensure that the commodity book balances match with the actual stocks.
• Ensure that food and non-food commodities are well warehoused as per WV standards.

Personnel Management:

• Responsible for the recruitment, selection, supervision and training of Food Program staff.
• Ensure proper and adequate supervision of Food program staff for a smooth implementation of the projects.
• Work on staff development plans through coaching, on job training and possible recommendation for secondments to other programs within the partnership.
• Conduct performance appraisals, maintain employee files, create job descriptions, chair hiring panels, and maintain performance standards for all employees in commodities department.

Negotiation & Liaison with Outside Groups:

• Attend all Inter-agency Coordination meetings including providing leadership as co-sector leader of the Food sector Working group to discuss issues affecting refugee access to food assistance and provide timely and actionable feedback
• to management.
• Liaise with WFP, OPM, and other UN agencies and peer NGOs to ensure Food programming mechanism is understood, integrated and supported.
• Work with UNHCR and OPM to build strong community structures to support Food Assistance Implementation and accountability.

Finance/Budgeting:

• Maintain tight budgetary control over all program budgets and ensure compliance with the grant rules and regulations of a variety of donors (WFP and WVI standards).
• Work with the Finance unit in the creation of programmatic budgets, and recommend revision where necessary in coordination with the donor.
• Create budgets and spending projections for the Commodity operations.
• Ensure cost competitiveness in all Food Assistance Programs.

Audits:

• Prepare the program for Internal and external audits and to ensure that food programs achieve acceptable audit standards in national, partnership, and USG A-133 Audits.

KNOWLEDGE, SKILLS & ABILITIES:

• BA Degree /Masters in Business Administration, Social Science or in other related field.
• Extensive exposure to food aid programs management (minimum 5 years) preferably with international experience.
• Adequate knowledge and experience in food aid programs and donors standards appropriate to the management of the food programs.
• Knowledge of the Sphere standards, Code of Conduct for Red Cross/ Red crescent, Humanitarian Accountability Partnerships (HAPI) and other international humanitarian standards.
• Extensive experience in supervising staff and conducting capacity building workshops.
• In depth working Knowledge of computer soft wares like CTS, Excel, words, fax and e-mail, etc.
• Ability to effectively develop rapport and relate to donors, NGOs, counterparts, and government agencies.
• Must be willing to travel and a flexible approach to living conditions.
• Fluency in English is essential.
• Ability to achieve personal Integrity and trustworthiness.
• Ability to solve problems and prioritize many demands without losing focus.