FFP-Food Aid Commodity Management Assistant

Introduction

BASIC FUNCTION: To help ensure accountability for and effective management and delivery of USAID-provided food aid commodities throughout the region, the United States Government, represented by the U.S. Agency for International Development (USAID). 
 

Minimum Requirements

REQUIRED QUALIFICATIONS

The position is open to current USG Foreign Service Nationals (FSNs) of the U.S. Mission to Kenya.

Any application that does not meet the minimum requirements stated below will not be evaluated. Only short listed applicants will be contacted. If you have not been contacted within one month from the closing date of this advertisement, please consider your application unsuccessful.

1. Education: Completion of a two-year Diploma in social sciences or other relevant fields.  
2. Prior Work Experience (40%): 5 years of experience related to food aid commodity management and reporting. 
3. Knowledge (30%): The incumbent must have proficient knowledge in the following areas:  (1) the use of database systems and Excel spreadsheets; (2) best practices for food aid commodity management and monitoring; (3) policies and regulations related to the import and distribution of food aid commodities in Kenya and the region.
4. Skills and Abilities (30%):  The incumbent must have:  (1) extensive computer application, data entry and database management skills; (2) excellent communication and training skills; (3) an ability to analyze and synthesize large data sets;  and (4) an ability to multi-task and coordinate a wide range of responsibilities in a fast-paced work environment.
5. Post Entry Training: (1) AOR/COR Training, (2) Programming Foreign Assistance, (3) Food Aid Manager’s Course, (4) QWICR training
6. Language: Fluent (Level IV) English is required.

 

Job Specification

BACKGROUND

In support of USAID’s Office of Food for Peace’s (FFP) global food security objectives, the USAID/East Africa/FFP office provides technical services to 9 client USAID Missions throughout East Africa, as well as direct management of food aid programs in non/limited-presence countries (Burundi, CAR, Djibouti and Somalia).  EA/FFP provides policy and program guidance, technical support and commodity management oversight to FFP-funded programs aimed at combating hunger and malnutrition.  

FFP supplies food aid to several large, high-profile, and logistically-complex programs in East Africa.  In FY 2012, EA/FFP provided oversight and management to programs that delivered over 900,000 MTs of food, valued at over $1 billion.  In addition, EA/FFP manages two food commodity preposition sites in the region – in Djibouti and Mombasa.  Effective management of these preposition sites is essential to ensure USAID’s ability to rapidly respond to food emergencies in the region with minimal delays and losses.

To help ensure accountability for and effective management and delivery of USAID-provided food aid commodities throughout the region, the United States Government, represented by the U.S. Agency for International Development (USAID), is seeking applications from qualified Kenyan citizens for the position of Food Aid Commodity Management Assistant.  

MAJOR DUTIES AND RESPONSIBILITIES

The Food Aid Commodity Management Assistant will undertake the following duties:

• Conducts assessments of partner commodity management practices (US PVOs and WFP) in reference to the terms and provisions of their grants and makes recommendations for corrective action and systemic longer-term solutions.
• Maintains a management information system to ensure regular and timely monitoring and reporting of commodity losses, and to ensure that disposal of such losses is done in conformity with grant provisions, and is monitored and reported upon in an accurate and timely manner.  Also ensures that claims are handled properly.
• Provides management and oversight of regional commodity prepositioning facilities, and carries out inspections of these and other food aid partner warehouses as needed.
• Conducts training activities as needed for implementing partners and USAID staff in the region regarding commodity management practices and requirements, and commodity distribution reporting requirements, including FFP’s QWICR system.
• Produces and disseminates monthly pipeline status reports for emergency food aid programs in the region, including identification of potential pipeline breaks, in order to inform FFP’s monthly emergency food allocation decisions.
• Troubleshoots other commodity-related issues as they arise, including problems with port clearance, biotech issues, and problems of unfit commodities.
• Provides additional support, advice and troubleshooting as needed, and can be assigned specific tasks in commodity management, communications, reporting, logistics, management information systems and other areas deemed necessary by FFP Office Chief.

POSITION ELEMENTS

1. Supervision Received: The incumbent will be supervised on a day-to-day basis by the USAID/EA Food for Peace Office Director and/or Deputy Director, but is also expected to be in regular contact with, and to take guidance from, the FFP/Washington Office.  The incumbent is expected to take initiative and act independently with little direction, but will have no authority to make financial commitments on behalf of the U.S. Government.
2. Available Guidelines:  Guidelines include Agency regulations, including “Regulation 11”, ADS Series, Africa Bureau procedural guidance, Mission Orders, the Foreign Affairs Manual (FAM), Foreign Affairs Handbook (FAR) and professional development literature.  The incumbent must be able to effectively assess, interpret and communicate the guidelines accordingly.
3.   Exercise of Judgment:  In many ways, the incumbent serves as the face of USAID.  Judgment with regard to informational interests and requirements and developing plans to respond are essential to the position.  Projects and general activities assigned to incumbent include a variety of duties and processes requiring extensive exercise of judgment.
4. Authority to Make Commitments:  None.  
5. Nature, Level and Purpose of Contacts:  Personal contacts are with USAID and Embassy personnel, USAID/W, government officials, other donors, program implementers, commodity management contractors and other interested parties. 
6. Supervision Exercised.  None.
7. Time Required to Perform Full Range of Duties after Entry into the Position.  Twelve months. 

NOTE

Current USG employees must meet the "time-in-grade" requirement of 52 weeks in the previous lower grade to qualify for the position at the level in this vacancy announcement or be at the same grade for which the position is being recruited. 

HOW TO APPLY

Step 1: Complete the job application questionnaire at www.myjobsinkenya.com/usaid. All questions in the questionnaire must be answered. Once this is done, go to Step 2. 

Step 2: Internal Applicants/Current USG Employees: Send a letter explaining your qualifications for the position, an updated resume/CV, and a copy of your most recent Performance Evaluation Report to nairobihr@usaid.gov. Scan and send all your attachments as one document. The Notice No. (on the top left-hand side of the vacancy announcement) and your name as it appears on your online application MUST be included in your e-mail subject line. 

USAID/HR will NOT accept any hard copy applications. Incomplete application packages will not be considered. 

The closing date for receipt of applications is COB July 12, 2013.