Commodity Manager, RISE Program, DRC

Tracking Code: 218942-927

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been present in the Democratic Republic of the Congo (DRC) since September 2007, helping populations in North Kivu and Orientale Provinces to work toward building a more peaceful and hopeful future. Mercy Corps has more than 100 staff members in Goma, Mweso, Nyanzale and Dungu, and is implementing emergency and longer-term development programs with funding from USAID/FFP, USAID/OFDA, the European Commission, DFID and private donors. Mercy Corps’ work in the DRC provides support to internally displaced people through water, sanitation and hygiene (WASH) and economic recovery, and works with other vulnerable populations on environmental livelihoods, food security, civil society strengthening and durable WASH activities.

Mercy Corps is currently implementing a Multi-Year Assistance Program (MYAP) funded by USAID/Office of Food for Peace for the Resources to Increase Food Security in Eastern DRC (RISE) program. This five-year program aims to ensure that vulnerable households and communities in North Kivu build and sustain food security. This will be accomplished through three strategic objectives that focus on agricultural livelihoods, maternal/child nutrition, and effective governance to engender reliable food security in the target areas. The program is implemented by two consortium partners: Mercy Corps and Catholic Relief Services. Mercy Corps handles approximately 3,000MT of commodities per year for its RISE program.

GENERAL POSITION SUMMARY:

The Commodity Manager is responsible for managing all aspects of Commodity Operation, from planning the AER, Call forward, making pipeline analysis, arranging the receiving of commodities in Port and send it to the warehouse in coordination with C&F Agent, Independent Surveyor, and Port Authority. He/she must ensure a proper warehouse management is implemented to minimize loss/damaged of commodities and to keep good commodities condition before distribution. He/she will ensure that good transportation is available for distribution from and to warehouse, and will monitor distribution and ensure a proper ration distributed to the right beneficiaries. He/she must establish a standard tracking system of commodities and provide an accurate commodity report to Donor.  The Commodities Manager will have the responsibility of building capacity of the Deputy Commodities Manager for this person to be able to fully handle the Commodity Management role in the near future. 

ESSENTIAL JOB FUNCTIONS:

Vision, Leadership and Strategy

• Assist RISE Chief of Party in preparing Annual Planning Strategy in food logistics program operations, included but not limited to Annual Estimated of Requirement, Call Forward, Pipe Line Analysis, drafting partner agreement related to food aid program and activities, and commodity operational plans.
• Ensure accountability in all level of commodity operation, from Port Operation, Transportation from and to warehouses, Warehouse Management, Distribution of food aid, monitoring, evaluation, and Reporting are meet donor requirement and Mercy Corps standard commodity accounting system.
• Assist RISE Chief of Party in preparing contract agreement within Mercy Corps and other counterparts such as C&F agents, Trucking Company, Surveyors, Warehouse owner, Labor Union, and ensure a mutual agreement are fulfilled and satisfactorily meeting donor and International Office standards.
• Assist RISE Chief of Party to prepare program proposal budget as required and monitor program expenditure.

Team Management

• Build capacity of the Deputy Commodity Manager that this person can fully and successfully manage all aspects of Commodity management within a year.  
• Provide training in commodity management to commodity staff, commodity organizer, local NGO and Institutions regarding techniques of receipt, dispatch, storage and handling, distribution procedures and policy, documentation, handling loss and claims, disposal of unfit commodities, accounting and reporting associated with their program
• Assist in recruitment and training of qualified staff, supervise day-to-day commodity staff activities and provide opportunities for personal development in commodity department.

Commodity Management

• Provide regular monitoring and evaluation in commodity management aspects to all food program implementers and give recommendations for improving quality of commodity operations.
• Assist in the food program pre-audit reviews to check for compliance to Mercy Corps Commodity Management and Accounting System by conducting periodic visit to all commodity warehouses and ensure best warehouse practices are observed, audit warehouse ledgers, carryout physical count, etc.
• Provide monthly commodity report such as Commodity Status Report, Recipients Status Report, Loss Status Report, Monthly Distribution Report, Monthly Receipt Report, Monthly Narrative Report, Distribution Plan, and other report requested by Donor, and ensure accuracy of the reports with appropriate tracking files system. Ensure all reports are submittd to donor and MC HQ on timely basis.
• Coordinate/ensure that Mercy Corps standard  Food And Commodity Tracking System (FACTS) and /or its manual system is implemented by Mercy Corps Food program
• Review all report and food request received from implementing partner and MC throughly for correctness before approval

Representation

• Liaison with USAID, Social Department, State Secretary, Port Authority, C&F Agents, Transport company, Warehouse owner, to ensure the operational aspects such as administration time frame, documents availability, truck availability, Labor availability are correctly planned to avoid paralization/stoppage of commodity operation.
• Meet regularly with partners, other INGOs and LNGOs, Donor, Government, etc. regarding food aid program and to coordinate efforts and obtain current information on food needs.
• Establish cordial, professional relations with COs, LNGOs, INGOs, communities and others involved with food commodity title II program
• Represent Mercy Corps in a professional manner to suppliers, government officials, local and international community groups, suppliers, the UN and others as needed.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

Organizational Learning:  As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve - we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

SUPERVISORY RESPONSIBILITY:Supervise the Deputy Commodity Manager and all warehouse and distribution teams.

ACCOUNTABILITY

REPORTS DIRECTLY TO: Chief of Party

WORKS DIRECTLY WITH: all Mercy Corps Program Managers and work in close collaboration with the CRS Commodities Manager

KNOWLEDGE AND EXPERIENCE:

• Bachelors degree or equivalent in in social science, management, international development or other relevant field
• 3 to 5 of management experience in the field and working in commodity mangement
• 3 years + previous experience in Commodities Management in large food assistance programs, including commodities management, use of Commodities Tracking Systems (CTS), call forwards, warehousing, distribution, etc.;
• Knowledge of USAID Reg 11 and all other Title II commodities management requirements.
• Broad knowledge of the generally accepted procedures in commodities management.
• Demonstrated experience in building technical and managerial capacity of senior national staffs. 
• Previous experience on QWICR is an advantage.
• Fluency in French and English required.
• Good working knowledge of database, Excel and Word.
• Experience in capacity building and training

SUCCESS FACTORS:

Demonstrating the capacity of a high level of discipline and ensuring that rules and procedures in commodity management are followed. A second success factor is organizing skills and great sense of planning. Capacity-building of staff to bring them to senior levels is also crucial.  

Critical is the ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with MC and donor regulations while maintaining strong cooperating relationships with partner agencies. A successful candidate will have the ability to interact effectively with international and national personnel both in a managerial as well as training capacity and demonstrate ability to multi-task, meet deadlines and process information in support of changing program activities. S/he will be willing to travel regularly to Mercy Corps field offices and project sites.

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

Years of conflict and corruption have badly damaged the country's infrastructure.  Air travel is necessary to get from one end of the country to the other.  Access to field is done by road or by air. There are virtually no telephone land lines in the DRC, though mobile phones and cellular service are widely available.  Internet is available in the residence and office.

The position based in Goma and it is an uncompanied position. Accommodation is individual 2 bedroom apartment in a shared compound. Goma has a series of facilities including restaurants, local shops, etc. Movements in the evening are restricted to the Quartiers de Volcans. Movements in town are done with a Mercy corps vehicle with driver. No driving is allowed nor use of moto-taxi. Goma has its load of small banditry and vigilance is required.  

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Staff are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

Job Location: Goma, Nord-Kivu, Congo - Kinshasa

Position Type: Full-Time/Regular

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