Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance and peacebuilding.
For nearly 60 years, CRS has taken the lead in responding to natural and man-made disasters affecting Ethiopia's most vulnerable communities. Moving beyond emergency response, CRS' disaster mitigation and recovery projects in drought and flood-prone areas have rebuilt individual and community assets through non-food aid in the form of agriculture, livestock, health, nutrition, and water and sanitation assistance. CRS's humanitarian work in Ethiopia also provides livelihoods support to farmers and entrepreneurs, promotes gender equality, mobilizes for immunization and mitigates the impact of HIV.
As part of CRS family, you will join the more than 5000 strong and vibrant individuals working globally to accomplish the mission of CRS. CRS/Ethiopia invites you, the qualified candidate, to apply for the following position.
Position Title: Field Officer II
Department: Program JEOP/DFSA
Duty Station: CRS Ethiopia/Dire Dawa
Required Number: One
Employment Term: Indefinite Period
Reports To: Senior Project Officer- Commodity and Risk Monitoring
Application Deadline: August 5, 2021
As a member of the JEOP Commodity Management Risk Monitoring team, you will monitor and report on all JEOP/DFSA food commodity management activities in support of Catholic Relief Services (CRS) work serving the poor and vulnerable. Your thorough and service-oriented approach will ensure that the JEOP consistently applies best practices and constantly works towards improving the impact of its benefits to individuals served by CRS in Ethiopia.
I. Purpose of the Position:
- Monitor risk associated with last-mile (Final Distribution Point-FDP)commodity management dispatches and distribution implemented by JEOP consortium partners and DFAP partners (MCS and HCS), in compliance with JEOP Minimum Standards for Commodity Management and Distribution, and with USAID Food for Peace (FFP) regulations, in accordance with agreements signed with each partner;
- Monitor risks and compliance at FDP, reports back to JEOP and DFAP management accordingly, on activities of the FDP’s general conditions of facilities/warehouses, distribution process and other compliance issues related to the US Government commodities supplied by CRS;
- Reporting back clearly and accurately on any findings, issues or successes through JEOP/DFAP established reporting systems.
- Maintains smooth working relationships with consortium partners, the commodity management team at the FDP and local level.
II. Specific Duties and Responsibilities:
- Implements/adhere to the monitoring schedule and activities as per Monitoring Plan developed by the Senior Project Officer and the Project Manager;
- Conducts regular field trips and plans them accordingly with Senior Project Officer and the Project Manager to undertake monitoring visits at FDP level, to verify that Ext. JEOP Minimum Standards for Commodity Management are implemented, including donor policies and regulations;
- Conducts risk monitoring visits at FDP’s using the IC4D devices, Data Collection Tools, and upholding high standards of equipment maintenance, accurate input of data, and timely synchronization of data as specified by the JEOP/DFAP protocols. The monitoring visits comprise of but are not limited to:
- Checks for physical conditions of warehouses/storing facilities and ensures that any findings are in line with ext. JEOP Minimum Standards for Commodity Management
- Examines commodity management at FDP level and all procedures implemented by the JEOP/DFAP partners are in place to protect vulnerable groups like women, disabled and children;
- Conduct physical inventory check of commodities at the FDP;
- Verifies for receipt and distribution of commodities are properly recorded and balances tally with physical inventories at the FDP level;
- Verifies that distribution is in accordance with agreements made between CRS and partners;
- Verifies that partner monthly reports including BUBD tracking are prepared accurately and in a timely manner at field level and that reports are sent periodically to CRS;
- Verifies that monthly and quarterly CSR, RSR and LSR are submitted to CRS on a timely manner.
- Verifies the proper documentation of sub-agreements, master beneficiaries list, distribution plan, payroll, monitoring reports and other related documents are available and authorized by relevant signatories.
- Verifies availability and display of adequate and appropriate branding and marking at FDP during distributions;
- Examines commodities are handled in line with GACAP (Generally Accepted Commodity Accounting Principles), JEOP standards and other donor principles;
- Monitors condition of commodities, proper stacking and records are properly maintained and accounted for;
- Checks whether the necessary forms, documents, source of information etc. are being used properly and regularly;
- Conducts frequent market/mill assessment;
- Make sure that all collected data through Samsung device (CommCare data collection tool) are recorded properly, clearly and accurately at FDP
Assessing capacity and gaps of each FDP
- Assesses requirements at each FDP and evaluates the capacity and knowledge of the partner’s staff responsible for record-keeping and warehouse management;
- Identifies any gaps that may impede commodity management compliance with JEOP Minimum Standards, CRS Commodity Management Manual and USAID regulations;
- Reports the analysis back to the Senior Project Officer and the Commodity Risk and Compliance Unit;
Conducting exit/debriefing meetings with Partner
- Conducts exit meeting with the partner's management staff and discuss observations, findings and the possible recommendations that may be reported at the end of the monitoring visit;
- Exit meetings should be documented through debriefing minutes and sent to the Senior Project Officer or CRMU.
Preparing and submitting reports
- Ensure timely and accurate synchronization of all reports via compare (Samsung device) established platform and protocols.
- Follows up and reports on the implementation of Internal and External Audit recommendations, which are to be implemented by partners, as instructed by CRC Unit;
- Submits CommCare report at a reasonable time. The latest by the 5th of the following month;
- In case of incidents, report immediately to TL or directly to Commodity Risk and Compliance Unit, if possible, in writing, if not through telephone
Planning and carrying out improvements in monitoring work
- Plans and carries out the improvements of monitoring work by studying and keeping in touch with current practices and methods and development activities;
- Performs other related duties as required and instructed by supervisor;
- Flexible to travel and cover in other Risk Monitoring Units and Hubs;
Agency-wide Competencies (for all CRS Staff):
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.
- Continuous Improvement & Innovation
- Builds Relationships
- Develops Talent
- Strategic Mindset
- Accountability & Stewardship