Program Coordinator

at World Vision International
Location Kadugli, Sudan
Date Posted April 27, 2022
Job Type Contract
Currency SDG

Description

 Background:

PURPOSE OF POSITION

To provide leadership/supervision to the commodities field team in making sure that there is proper management in the receipt, storage, dispatch, distribution monitoring, documentation, accounting and reporting of commodities associated with the Commodities program within the World Vision Sudan program whilst being cognizant of the crosscutting issues such as gender mainstreaming and child protection. Deputizes the Food Assistance Manager when out of office. This is senior key role within the Food Assistance Unit responsible for donor liaison at State level and engagement with the senior Government officials on matters regarding the Food Assistance Programming.

 
 Duties and responsibilities:
% Time Major Activities End Results Expected
 

 

 

35%

 Supervision & Capacity Building

  • Allocation of duties and supervision of the Distribution Supervisor in charge of the General Food Assistant modalities
  • Oversees the Food Distribution teams in the Commodity department.
  • Ensure that each staff/supervisor is conversant with and the use of the performance appraisal system and formats. To ensure that performance appraisals are conducted for all the distribution staff by their immediate supervisors and timely submitted to HR/OD department.
  • With the support of the Field Coordinator, Monitoring Officer and Commodity Tracking Coordinator organize periodic in-house training sessions for the commodities team to build their capacity on commodity management
  

35%

 Documentation & Reporting

  • Provide programming and systems support for development and relief food programs, including project design, proposal writing, and budgeting.
  • Responsible for timely submission of the distribution reports to the Food Assistance Information Reporting Unit after the completion of each distribution
  • Prepare and submit the commodity weekly report to the Food Assistant Manager.
  • Liaise with the M&E team to make sure that all the community help desk (CHD) log books are collected by the supervisors, complaints and issues registered as well as work with the supervisors to provide feedback on the issues raised by the beneficiaries on the CHD log book
  • To assist the Field Coordinator to assemble all distribution reports after each distribution and file according to the standard filing system in place.
  • Physically check all distribution records are in place and filed correctly.
  • Provide programming and systems support for development and relief food programs, including project design, proposal writing, and budgeting.

 

 

 

 

  

30%

 Implementation

  • Prepare monthly distribution plans and submit to the Food Aid Manager for approval.
  • Ensure that all the senior team receive the distribution plans / copies of the Commodities Release Order from Data Centre before start of all food distribution exercises
  • Ensure that all distribution centers are properly set up to reflect WVI food handling and distribution standards
  • Responsible to ensure that all receipts of the commodities are performed according to World Vision international standards and with the appropriate accompanying reports.
  • Responsible for solving problems in liaison with the distribution team during distributions and report same to his/her supervisor.
  • Submit weekly distribution activities plan to Food Aid Manager.
  • Ensure that WVS is represented in all meetings with the stakeholders in person or through a designate.
  • Provide assistance to the Program Manager in charge of Commodities Department as and when required to do so.
  • To undertake any other duties as assigned by the supervisor
  

 
 Minimum Qualification, Skills and Experience Required:
  • A degree in Business Administration, Social Science, Agriculture, Logistics or Accounting.
  • 4 years’ experience in a Humanitarian/Development organization with more emphasis on Food distribution management
  • Strong problem solving, logistics and analytical skills.
  • Good understanding of World Vision commodity and Sphere relief standards.
  • Adherence to the Red Cross and NGO Code of Conduct.
  • Cross-cultural sensitivity, flexible worldview, emotional maturity and physical stamina.
  • Ability to work long hours and to travel to other WV sites at short notice.
  • Training and experience in commodity distribution / Management skills,
  • Should have basic skills in warehouse procedures / techniques.
  • Computer aptitude and experience with word processors.
  • Fluency in written and spoken English and able to speak local languages.
  • Ability to work in and contribute to team building environment.
  • In-depth knowledge of humanitarian work especially on distribution logistics.
  • Ability to manage and account for commodities.
  • Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context.
  • Commitment and Agreement with World Vision’s core values, Mission statement and Vision.
This position requires frequent travel to the field/distribution sites (70% of the time)

Major Challenges

Challenge

Approach/Solutions
Multiple deadlines Ensure work is planned and scheduled appropriately.
Multiple demands/priorities from a diverse group of internal clients Ensure that work is prioritized according to importance, frequency, urgency, time constraints etc. and that internal clients understand processes which support the carrying out of requests.
Pressure to keep within established office support services budget and drive costs down
  • Accurate record keeping
  • Strict adherence to established processes and policies.
  • Close management of cash flow and budget on a monthly basis, reporting any variances of 10% (over or below).
  • Working closely with internal clients to educate them on defined processes, policies and systems which support the efficient running of the office.
Management of subordinate staff
  • Accurate job descriptions and performance measures for each direct report.
  • Daily and weekly meetings to ensure that work is prioritized and obstacles addressed.
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