Food Assistance Information and Reporting Coordinator

Posted about 1 year ago by World Vision
Location Erbil Job Type Permanent
Salary Sector NGO
The FAIRC is responsible for leading reporting and accounting of all the food  assistance projects  in KRI using in-kind, cash and voucher ( paper/e- voucher ) modalities. This is done through adhering to reporting and accounting standards utilizing Commodity Tracking System (CTS) and other reporting formats as prescribed in World Vision and the donors. This includes technical support of reporting and accounting to all teams including commodity distribution, warehouse and project logistics team, work closely with LMMS staff in running and linking the LMMS web application to help staff set up new distribution projects, run commodity shipment using CTS, and assist in consolidating and generating CTS reports including shipment and loss claim registers and loss files. This position will also require delivering systems maintenance, testing new software development for field deployment, soliciting client user requirements, and assisting with new/upgraded system installations. The holder of the position should communicate World Vision’s ethos and demonstrate a quality of spiritual life that is an example to others.
Major Activities
  1. Consolidation and Reviewing of Monthly Reports: (CTS)
  • Take lead on consolidation of monthly commodity reports from the field into the CTS database in order to produce major reports (CSS, CSR, RSR, and LSR) to donors and other stakeholders.
  • Ensure timely submission of the replication and backups which include field reports, reports etc. by 7th of every month for timely consolidation at the NO.
  • Updating FGDB project progress reports
  • Liaise with Assistant FAIROs and field teams to ensure timely submission of beneficiary lists and backups by 10th of every month,
  • Maintain a neat, organized and chronological filing system, ensuring that hard copies of the recommended reports are available and easy to access at any required time.
  • Update the Loss claim registers and loss files to make sure that the soft copy and the files are up to date for easy accessibility on monthly basis.
  • Make frequent visits to the field locations to assist in CTS documentation and accountability.
  • Collect all the receipts and dispatch summary of e-vouchers, cash and in-kind loss reports, physical inventory, warehouse inspection report, distribution summaries and distribution center visit reports.
  • Responsible to verify physical inventory for all the vouchers to ensure that the book balances match the actual stock in the warehouses, voucher custody and explanations provided for any variances.
  • Review invoices and other Cooperating Partner reports.
2. CTS/LMMS System operation:
  • Work closely with LMMS staff and ensure linkage of the LMMS to CTS reporting
  • Coordinate with LMMS staff to ensure correct functioning of LMMS in beneficiary registration, enrollment, household updates and commodity distribution activities. Troubleshoots technical problems as they arise (including forcing the movement of filed data to permanent data repositories).
  • Ensure backups of field data collection and ensures safety of data collected in field operations by password control to databases and encryption of laptop data where required.
  • Work with software developers and software partners in new systems development and upgrades of CTS and  LMMS
  • Install LMMS in roaming servers, mobile devices and perform system data updates as required for field use.
  • Report technical failures, help to replicate problems and lead field installations with system upgrades/new releases.
  • Document technical shortfalls within the existing mobile product offering and with new version releases
  • Work closely with LMMS staff to prepare CTS/ LMMS reports and forward them to relevant departments within WV and LMMS Global IT.
3. Coordination and Collaboration
  •  Works closely with the Assistant FAIRO, field monitors and Field Coordinators, Team leaders on all LMMS/CTS/reporting issues.
  • Work closely with the global CTS Support personnel in all aspects of the technology readiness and rollout, in addition to providing feedback to, and receiving technical instructions from, the  Field based System Support and Developer Officers on IT upgrades, maintenance and new developments
  • Participate and contribute in forums of IT support staff for CTS for sharing common experiences and troubleshooting technical challenges.
4. Capacity development
  • Leads capacity development with field staff to ensure adequate LMMS/CTS coverage.
  • Work with the Project Managers to supervise and provide training for all other WFP voucher staff especially.
5.  Other Roles
  • Represent the NO in food assistance forums as advised by NO management
  • Perform any other duties as required by the Project Manager or his/her designee.
Minimum education, training and experience requirements to qualify for the position:
  1. The holder of this position must have a minimum of Bachelor’s degree in computer Science or IT or any other related course from a recognized University. 
  2. 3-5 years in a similar position of Government Relations.
  3. Good written and oral communication skills in local languages, Conversant in English.
  4. Solid background in the Window Operating System – XP in particular. Comfortable invoking, stopping or restarting System Services, installing and uninstalling software, creating user groups and setting up user privileges.
  5. Solid networking skills – able to set up, securing and administer wireless ad-hoc peer-to-peer networks. Ability to isolate and troubleshoot network connectivity difficulties accordingly and through running IP configuration tools, resetting wireless connections. Understands TCP/IP protocol.
  6. Knowledgeable of Relational Database Management Systems – exposure to MySQL highly desirable, including the use of database management tools (such as MySQL Query Browser and Administrator).
  7. Ability to troubleshoot IT problems – both hardware and identify software failings. Aware of how to log, track and systematically troubleshoot IT problems.
  8. Very comfortable supporting end-users.
  9. Must have strong analytical, problem solving and organizational skills with an attention to details.
  10. Requires the ability to effectively present concepts to lay users in various settings and by various means (verbal and written).
  11. Requires strong communication skills to interact with all levels of staff and management.
  12. Must be able to work effectively with a diverse team.
  13. Requires the ability to work under pressure and on multiple tasks.
  14. Must have a service orientation.
Work Environment
  • Office environment:  typical field based
  • Travel: Domestic travel is required.
  • On call:   During normal working hours unless there is an emergency.
World Vision is an equal-opportunity employer that values and respects the importance of a diverse and inclusive workforce and welcomes and supports all employees to achieve the maximum extent of their potential. Female candidates are particularly encouraged to apply.
Only short listed candidates will be contacted
The deadline for application is 2 June 2018

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