Commodity Tracking Assistant at Albarka Health Spring Foundation (AHSF)

Albarka Health Spring Foundation (AHSF) is a non-governmental organization dully registered with Nigerian government through Corporate Affairs Commission (CAC/IT NO: 91613). Existing since October 2016, AHSF focuses on improving the quality of life of vulnerable population across communities in North East Nigeria. AHSF operates both in emergency and developmental context and have its program principally rooted in identifying gaps that affects population or increases vulnerability of population and bridging those gaps through resource base planning and implementation.

We are currently looking for the right candidate to fill the position below:

Job Title: Commodity Tracking Assistant

Location: Sokoto
Employment Type: Contract
Contract Duration: 10 Months.
Expected Start Date: As soon as possible
Slot: 2 Openings

Job Summary

• To ensure that the distributions records are verified, cross checked against the BDLS per respective distribution center.
• The Storekeeper will be responsible for the management of tracking and data management of distribution information of commodities and the management of commodity movements of WFP funded Targeted Supplementary Feeding Program (Unconditional Resource Transfer) Project in ISA, ILLELA, RABAH LGA, Sokoto state. He/She will ensure adequacy of the warehouses and proper commodity handling and tracking.
• To maintain accurate commodity accounting records of all Receipts, Dispatches, Losses and distributions.
• To ensure that the distributions records are verified, cross checked against the BDLS per respective distribution center.

Main Responsibilities and Tasks

Under the direct supervision of the Project Manager and in collaboration with the Head of Program, the Project Manager and other collaborators of the projects and of the project, he/she will:

• Report any issue to the Project Manager, Head of Program and nutrition officer for follow up, including need for maintenance, cleaning, items (pallets, padlocks and so on).
• Be responsible for the security of the store, by liaising regularly with the security Officer, Security Company hired for this: provide constant monitoring of their activities, ensure that they maintain their presence and they do not conduct any irregularities.
• Always ensure the food safety of commodities by monitoring the expiry dates and the status of the packages.
• He/She will account and maintain the records for all commodities received, stored and dispatched in compliance with AHSF and donor (WFP) guidelines.
• The Warehouse storekeeper is responsible for documentation of commodity transactions in the warehouse, including receipt, storage and delivery of all food commodities.
• Receive the commodities from WFP, count them and ensure that all the details in the waybill correspond to what is actually received.
• Fill in the waybills and sign them.
• Liaise with the distribution teams to ensure that the commodities are dispatched on time for the distributions, liaise with the transporter company in cooperation with the Logistics Assistant in the Base to mobilise them for the dispatched.
• Always keep track of the commodities by counting them and by issuing waybills whenever there is a commodity movement.
• Prepare daily stock reports to ensure that commodities are not lost.
• Cooperate with the Nutrition Officer’s for regular reconciliation of commodities and for the preparation of accurate and reconciled monthly distribution reports.
• Report any loss immediately to the Nutrition Officer and the Project Manager to ensure timely action.

Management of commodity reception:

• Ensure that all commodities arriving at the warehouse and leaving the warehouse are properly accounted for.
• Conduct a thorough inspection of all trucks on arrival at the warehouse; ensure that trucks are properly covered with tarpaulins and there are no unauthorized commodities mixed with food;
• Fill in the truck inspection reports before commencement of offloading; Scrutinize all waybills to ensure that the commodities are of correct quantities and quality as manifested on the waybill;
• Supervise the offloading staff during the process of offloading commodities and make sure that it is properly undertaken.
• Ensure that commodities are carefully being inspected and counted during off-loading before being accepted in the warehouse;
• Stack commodities according to type and shipment number;
• Stack commodities on pallets and ensure a space of one metre between stacks and wall, stack and stack, stack and ceiling is maintained;
• Report any shortages, damages or excess to the Storekeeper and reflect such differences in all copies of the delivery documents;
• Fill in all stack cards immediately after completing stacking;
• Fill in all forms (waybill, loading & offloading tally sheet and random weighting form) during and immediately after completing the offloading process.
• Record all quantities delivered short (missing), quantities lost in transit and quantities damaged, if any.

Mitigation of commodity losses:

• Use FIFO principle for each commodity. Commodities arriving first must be dispatched first except for reconstituted commodities.
• Short weight and damaged bags are reconciled immediately.
• Stack damaged bags separately
• Record quantity of damaged units for each consignment
• Repair bags as soon as possible.
• Repack damaged bags in to new bags protected by plastic bag.
• Reconstituted bag should be dispatched first.

Warehouse management:

• Consistently and routinely clean the warehouse in order to safe keeping of food commodities.
• Ensure warehouse compound is clean and free from debris, vegetation, rodent activity and has good drainage and lighting.
• Ensure inside of the warehouse floors, walls and ceiling is clean at all times.
• Ensure windows and ventilation in good repair and screen to prevent access.
• Ensure placement of rodent’s baits and traps.
• Ensure presence first aid and firefighting equipment in strategic locations in the warehouse.
• Conduct routine inspection of warehouse to detect any infestations and inform the Storekeeper.
• Treat beneficiaries with dignity and apply UNICEF Code of Ethics and Conduct, the UN Convention for the Elimination of Discrimination Against Women (CEDAW) and the UN Convention on the Rights of the Child (UNCRC) in the field, including sensitizing Field Staffs and vendors/agents on such principles.

Education and/or Work Experience Requirements

• A minimum of a Bachelor’s Degree in Information Systems, Computer Science or any other relevant discipline.
• A minimum of 3 years’ experience in a similar role in a busy environment.

Key Requirements:

• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
• Excellent computer proficiency (MS Office – Word, Excel and Outlook)
• Experienced in calculating tonnage, matrix tone of commodities received, dispatched and reporting on CPDR.
• Excellent knowledge of using waybills.

Essential:

• Be professional, motivated, flexible and culturally sensitive
• Be excellent in communication skills and proficient in report writing especially success stories.
• Be resident and familiar with the terrain in the Northeast Nigeria.
• Excellent working knowledge of Microsoft Office programming (Access, Outlook, Excel, Power Point, and Word).
• Excellent communication, writing and analytical skills.
• Excellent communication, coordination and facilitation skills.
• Ability to work in a team, and establish effective working relationships with person of different national and culture background.
• Ability to work under tight deadlines and simultaneously manage multiple tasks in an autonomous manner.
• Previous work experience with INGO, NGO and Private Firm.

Preferred:

• Knowledge of the local language (Hausa in Sokoto pattern)
• Willing and able to be based and travel regularly within remote areas, where services are limited. Previous experience with similar position
• This ToR shall be inclusive of any other task specifically assigned by the Project Manager and direct supervisor
• For what concerns the implementation of the program activities.

Deadline: 12th May, 2023.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Application Process
Brief Conditions

• AHSF reserves the right to transfer position as per need / project demand any time during the project.
• Travelling from home to duty station will be staff own responsibility but facilitation could be provided as per situation;
• AHSF reserves the right to close the application before deadline, if the required number of candidates is attained Rolling basis review of applications.
•  Candidates will be responsible for his/her own travel, accommodation and feeding during the recruitment process;

Important Information and Notice:
Carefully observe the details as follows:

• Cover Letter and an updated CV should be a single document (not exceeding 4 pages) in English
• Contact details (name, position, email address and tel. no.) of 3 professional references must be provided, whereas 1 must be for the latest employer including that of the HR/Admin person. Please do not attach any written recommendations.
• Only motivated applicants who are able to perform the stipulated duties and meet the required qualifications will be considered. CV’s – only applications will not be considered. Please note: The position title and location must be written in the subject line of the e-mail; otherwise, it may not be considered
• CVs will be reviewed on rolling bases
• Due to the large numbers of expected applicants, only short-listed candidates will be contacted and invited for an interview. We apologies for the inconvenience.

Note

• Women are strongly encouraged to Apply
• AHSF is an Equal Opportunity Employer AHSF considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.
• AHSF considers all applicants based on merit without regard to race, sex, colour, religion, sexual orientation, age, marital status, or disability.
• The AHSF and AHSF workers must adhere to the values and principles outlined in AHSF – Standards for Professional Conduct. These are Transparency, Accountability, Partnership, Integrity, Team work (TAPIT). In accordance with these values, the AHSF operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
• Inclusivity Statement: Albarka Health Spring Foundation is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of AHSFV, all AHSF Intern and Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other state.