COUNTERPART INTERNATIONAL
POSITION DESCRIPTION
TITLE : Administrative & HR Assistant
LOCATION : Senegal, Saint Louis
PRACTICE AREA :
REPORTS TO : Program Manager
DATE DUE :
START DATE : ASAP
Counterpart International helps people build better liges and more durable futures, community by community. We equip individuals, organizations and communities—our counterparts— to become solution creators in their own familles, communities, re-gions and countries to tackle social, economic, environmental, health and governance issues. In Senegal Counterpart since 2001 itnplements among others an integrated school feeling and nutrition project « McGovern-Dole International Food for Éduca-tion and Child Nutrition » financed by US Department of Agriculture (USDA) named Sukaabe Janngo (Children of Tomorrow) (2018 — 2022) and a complementary project to support local food procurement entitled Transition of Food in School Canteens in Senegal (TACSS). Both projects will be implemented in the Saint-Louis region.
SUMMARY:
Counterpart International is seeking a Commodity Officer for its USDA funded Mc¬Govern-DoleFood for Education and Local Regional Procurement prograrns in Senegal. Under the administrative leadership of the Field Office Pmgram Manager and the su¬pervision of the Senior Program Officer (SPO)based in Dakaç the Commodity Officer is responsable for the USDA daily commodity management from the arrivai of com¬modifies b final distribution thmugh receipt, storage, transport and reportingS/He is also responsable for managing and coordinating ail school feeding and related acfivf titis.
S/he is resporedde for perfonning fonctions related tocceunodity pipelines, distribu¬tion plans, daims, data entries and payment requests for transportation of food com¬modities and reporting. S/he will ensure communication with varions partners including forwarding agents, surveyors and transporter. The Commodity Officer will ensure that commodities are managed in accordance with Counterpart and USG reg¬ulations and pincedures
This position is based in Saint Louis and open b local candidates only.
DUTIES AND RESPONSIBILTITES:
Main Duties and Responsibilities
• Work with theSenior Program Officer (SPO)todevelop, in conjunction with the ware¬hanse personnel a work-plan toereuresmooth warehouse activities and in conjunction with the transporters, to entre a smooth transportation and delive.ry of commodities.
• Ensure the availability of adequate space and the availability of pallets b ensure proper stacking, sufficient containers and bags for re-conditioning/re-ba 4,:ng/ re¬constitution and make the necessary arrangement for the avadability of trucks and other logistics as needed.
• Ensure that adequate security and suffident labor are available at de warehonse for the conunodity reoeipt and dischalge operations. In collaboration with theSPOarrange with clearing and transportation comparties to ensure adequate provision of trucks for the transportation of commodities.
• Ensure that warehou.ses are managed in compliance with USG Regulation 0599) guidelines.
• Ensure that warehouse personnel adhere to the MO principle
• Ensure proper distribution/transportation of commodities toschools.
• Work with SPO b prepare pipeline analyses and rail forward of commodities.
• Maintain filirtgsystem and other related shipping files, induding Bilk of Ladin& corn¬modity PUt, survey reports and other required documentations.
• Review survey reports o3vering each shipment of conunodities and compare readts with warehouse reoeipt figures and subsequendy reporta discrepandes regarding the report totheSertior Program Officer and Country Representativewithin threedaysafter subrnissionby the Independent Surveyor and collaborate SPO to prepare cedificate of foreign reoeipt for each shiptnent per quantity.
• Frisure that short-landing and other certificates are obtained fmm the relevant au-thorities and prepare draft resporem when appmpriate and submit saine tri the SIX) for Country Représentative.
• !aspect die warehouses monthly and examine the stock ranis and warehouseledgers and ensure dut all roxipts, trinsfers and dispatiles are recorded and that firme record¬ings are accurate and kept curn.irat.
• Partidpate in receipt of commodity at the port and warehouse and pmvide daily up-date (information) ta the Senior Program Officer and Country Representative. Make sure dut monthly physical inventories are mnducted. Analyze monthly physical in-ventory reports and take necessary action to improve wa edrouse activities.
• Ensure dut the re-amditioning of conunodities is done in compliance with the oom-modity management principles and dut reports caverait reconditioning activities and submitted to die Country Representative thmugh the Senior Pmgram Offioer.
• Ensure that warehouse personnel inspect equipment induding sales, pallets, and ail warehouse facilities and equipment to ensure dut they are in goal condition and that die mof is free hum any leakage
• Review ail inventory, distribution and laffl reports prepared by wamhouse personnel and sdiaols and report any discrepancies to die Country Representative thmugh the Senior Program Officer.
• Worm the Senior Program Officer and Country Representative when food œnunodi-fies ansidered unfit need tri be itispected and cedifedassudtby the relevant authorities and make neoessary arrangements (or the inspection.
• Work with Senior Program Officer to pœpare disposai requed for unfit œmmodities and ()tirer mlated communications in aocordance with Regulations and prepare draft correspondence to USDA for mview by Country Representative
• Assist the Senior Program Officer in prepam monthly exoel ledgerannmodity report on time to be submitted to I IQ
• Initiate die dra(ting of accurate and timely quarterly Commodity Status Report (CSR), Reapients Status Report (RR) Loss Satie Report (I SR) tri the Senior Program Officer.
• Assist in preparing die commodity section of die semiannual program performance reports tri be submitted MUS. DA
• Assis( die SPO in Preparing and following-up on ail twomery daims against third parties. Follow-up and asoertain that an DMCR are prepared monthly and submitted to US. DA.
• Update ail records and ledgers induding die Mester Commodity Ledgeç Stripping Ledgeç Lass and Cairns Ledger.
• Verify and ensure dut payment requests for laboç and invoioes for transporter, are in crier and are pmperly prepared and submit *rem in a timely manner.
• Emme dut partiapatingsdeols have the necescary fadlities, equipment and training to prépare and serve daily meals adhering to hygiene and preparation standards es-tablished by the project
• In collaboration with SPO, train PTA members, teadwrs n1 cooks on food prepara-
fion, hygiene pr-adices, and organizational aspects of the school feeding program
• Review Counterpart facilitatorie reports and enstue recommendations are addrewd.
• Ensure timely arrivai of commodities at eadi school to ensure uninterrupted meal distribution
• Regularly visit schools to monitor project adivities, take photos of project activities, and develop two success stries per school year
• Carry out any other ta.sk required by the Ilojimio Manager and /or Senior Program Officet
Qualifications
• At lcast a Master’s d ,g(t_ , or equivalent in Management, Accounting, Statiltiot, Lo¬gistics, social sciences or related field.
• Five (5) years working experience in the Management of Food corrunodities and warehouses.
• Knowledge of CPI and USDA regulations pertaining to relief food axrunodities track¬ing accouniing and report:Mg.
• Experience with USC corrunodities is iequhed
• Coud knowledge of clearing and forwarciing
• Ability to travel at kast 50% of the time
• Experience in Prograrn planning, implemattatkm and reporting.
• Ability to handle confliding tasks; to prioritize and delivexhigh quality performance (m a regular bais and in a timely mariner
• Independent thinket ability to identify potential patients and offer solutions
• Proven knowledge of US. Government rules, regulations, pondes and procedures.
• Knowledge of MS Word, Excel and PowerPoint
• Excellent organizafional, analytical, oral, and written communications skills.
• Demonstrated supervisory and leadership skiffs.
• Have a good ability to manage relationships with diverse people; an ability to work well atone and in a tearn environment
• Fluency Frendt and gond knowledge in English are required.
TO APPLY:
Individuals interested in working with Counterpœt International on this project should apply submitting resume and cover letter (in one file) no later Chan January, 7th 2019. Please indiette »Commodity Officer » in the subject of the mail.
« Counterpart International strongly believes in equal opportunity forall,without reganl thrace, religion, nier, natiorwl odgin, citirership, ser, vetemn’s status, age, marital status, sexual preference, disability or any other protected persona] clurnicteristic. »