General Food Distribution Tally Clerk at COOPI - Cooperazione Internazionale

Overall responsibilities

• The GFD Tally Clerk will be responsible for the management of tracking and data management of distribution information of commodities and the management of commodity movements of General Food Distribution (Unconditional Resource Transfer) Project in Yobe state.
• He will ensure adequacy of the warehouses and proper commodity handling and tracking.

Main Responsibilities and Tasks
Under the direct supervision of the Field Coordinator and in collaboration with the Deputy Project Manager, the Project Manager and other collaborators of the projects and of the Base, he will:

• Report any issue to the Field Coordinator, Deputy Project Manager and Project Manager 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 COOPI and donor guidelines.
• The Warehouse Tally Clerk is responsible for documentation of commodity transactions in the warehouse, including receipt, storage and delivery of all food commodities. Receive the commodities from donor, 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 GFD Field Officer 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 Deputy 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.

(Education, Training, Competences, Skills)
Minimum Requirements:

• Degree/Diploma in Agricultural, Nutrition, Economics, Rural Development, Development Studies or related academic disciplines, with previous experience working in developmental and emergency projects

Skills & Experience
Essential:

• Be professional, motivated, flexible and culturally sensitive
• 6 months to 1 year in Distribution, Nutrition and FSL related work experience with an iNGO
• Experience in In-kind food distribution activities from planning to execution, monitoring and reporting.
• Have excellent communication, writing and analytical skills.
• Be excellent in communication skills and proficient in report writing
• Be resident and familiar with the terrain in the Northeast Nigeria.
• Experience designing and leading capacity building and training for national teams.
• Excellent working knowledge of Microsoft Office programming (Access, Outlook, Excel, Power Point, and Word).
• Knowledge and experience in using database specific software.
• Excellent communication, writing and analytical skills.
• Experience designing and leading capacity building and training for national teams

Preferred:

• Knowledge of the local language (Hausa and Kanuri)
• Proficient in data collection and handling bulk registers of beneficiaries.
• Willing and able to be based and travel regularly within remote areas, where services are limited.