Commodity Transfer Accounting Officer

FH Culture

All we do, and how we do it, seeks to promote God’s beauty, goodness, and truth in a broken world. As such, we are defined by our ability to make people’s lives measurably better; our ability to deliver impact is the measure of our collective success. For we know that we are God’s handiwork, created in Christ Jesus to do good works, which God has already prepared in advance for us to do. At Food for the Hungry, we operate under a set of values called Heartbeat Values.

 

Position: Commodity Transfer Accounting Officer

Duty Station: Adi Arkay, Amhara

Duration of Contract: Temporary contract,

Closing date: August 14, 2025

Job Summary

Review projects commodity reports and their supporting documents; prepare monthly/quarterly commodity reports to donors/regional offices. Responsible for reconciling commodity records of the project with each store site. He/she will advise Commodity Storekeepers on monthly commodity reporting, donor’s policy and procedure in handling food aid commodity. He/she is responsible for keeping track of commodity movement records FDP to final distribution.

Principal Responsibilities

Key Result #1 – Process commodity payments, Commodity receipts/collections, and management

• Checks all payment commodity documents, payment for allocation and other related issues prior to the project manager’s approval.
• Receive information on the food allocation of the woreda for the month from the Commodity team in Addis Ababa
• Manage any warehouse or food stock in the designated area under FH control to ensure safe, orderly, clean, and vermin-free storage.
• Maintain inventory control and conduct at least monthly physical inventories to ensure that losses are controlled in storage.
• Prepare distribution plans in coordination with the project partners to ensure the timely delivery of the required commodities at each distribution site
• Maintain complete lists of all program beneficiaries; including, types, quantities, and dates of rations received by each (as verified by signature or thumbprint of the beneficiary) and reconcile with original consignments
• Set up complaint and response mechanisms in all final Distribution points.
• Establish post Monitoring and Distribution systems in FDP, and ensure the activities are conducted with M&E.
• Conduct field trips to ensure compliance of commodity and warehouse management standards
• Oversee if there existed strong filed supervision by Commodity Distribution Supervisors and provide on the site capacity building.
• Do reconciliation of warehouses and other commodity records and take timely corrective actions if there existed discrepancies.
• Manage Field to verify that distribution has occurred according to the intentions of the donor and FHE, noting anomalies and taking swift action to notify the Commodities coordinator/Manager when abuses are suspected.

Key Result # 2 – Recording commodity movements, produces commodity reports for Addis’s office review

Obtains monthly commodity status report from the storekeepers, JEOP Area Manager, reconcile with the ledger and stock record, and send them to Commodity and Budget Analyst.

• Record commodity movements by commodity type and distribution site
• Prepare monthly commodity movement summaries for the project and submit them to the Head Office on time.
• Advice the JEOP Area Manager and JEOP officer regarding commodity management.
• Prepares monthly, quarterly, and annual project commodity reports.
• Responsible for commodity accounting and reporting of the FH Ethiopia in emergency relief program.
• Document and share best practices through established reporting systems.

Key Result #3 – Supervises administrative and commodity staff; assist JEOP area manager in administrative matters

• Ensures (JEOP Area Manager and JEOP officer) get transportation service properly when they come to project for report.
• Conduct regular supervision cleaning, security and warehouse management activities
• In consultation with the immediate supervisor, schedules commodity management staff annual leaves keep and update personnel files.
• Assists the JEOP area Manager in commodity management and related matters.
• Evaluate performance of commodity management staff.
• Ensure commodity staff at all levels are well equipped with necessary skills, provide on job training when necessary.

Key Result #4 – Make sure internal control is in place, commodity inventory management

• Ensure the commodities allocation communicated from head office JEOP staff monthly and commodities arrived timely.
• Ensure organizational/donor standards are met always.
• Checks inventory and commodity records of the entire distribution sites monthly.
• Make sure accurate stock records are in place and reconcile monthly as appropriate
• Checks all commodity movement reports and verified by both JEOP area and Regional Manager Approved every month/quarter/year.
• Make sure the internal control system of the organization is in place and is observed by all commodity Management staff members of the project.
• Assess and report any capacity gap at FDP level to immediate supervisor and Ho commodity management staff.

Key Result #5 Assessing capacity and gaps of each FDP

• Assesses requirements at each FDP and evaluates the capacity and knowledge of the commodity management staff responsible for record keeping and warehouse management.
• Identify any gaps that may impede commodity management and with Commodity supervisor on JEOP Minimum Standards, BHA Milestone regulations.
• Reports the analysis back to the Team Lead and Area manager.

Job Level Specifications

⮚ Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.

⮚ Ability to communicate with organization members.

⮚ Physical fitness to operate in a different weather environment.

⮚ Shows a positive attitude that contributes to a good working atmosphere in the office

⮚ Maintain or retain confidential internal information of the organization.

Experience

⮚ At least 3 Years’ experience in a similar position preferably in an NGO setting.

Education/Certifications

⮚ BA Degree in Accounting or in other related field of study.

Distinguishing Competencies

⮚ Proactive personality & and self-initiative.

⮚ Computer literacy

Language

⮚ Proficiency in both spoken and written English. Knowledge of the local language of the intervention area is preferred.

Supervisory Responsibility

The position supervises Commodity Storekeepers.

Safeguarding Policy

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

Gender Responsibility

⮚ Provide adequate time to staff to participate in gender sensitivity workshops and related events.

⮚ Through observation, interviews, and spot-checks, ensure that the staff planning process is gender sensitive.

⮚ Build a better gender balance in staffing through affirmative action.

⮚ Observe if women staff are as involved as men in high-profile activities such as interaction with visitors and chairing meetings, and take corrective action if warranted.

⮚ Encourage female staff to participate in external networks (local and regional), as well as seminars and cross visits.

⮚ Facilitate open and regular discussions with staff on about the work environment, policies, and values convenient to gender issues.

Safety & Security Responsibility

⮚ Encourages compliance of Safety and Security principles and policies of the organization by all staffs;

⮚ Visiting project Offices and operational areas periodically to meet staff and making sure that all staff members are aware of the safety and security procedures;

⮚ Explains to staffs the reasoning behind the organization’s safety and security policies and procedures

⮚ Organizing local training sessions, such as First Aid, Fire Safety, and Defensive Driving for staff members. If possible, he/she should conduct briefing and training sessions himself/herself;

⮚ Ensures that safety and security objectives are added to performance reviews and evaluations of all staff members;

⮚ Encourages staffs to adopt safe and secure practices. Ensuring that updated personnel information related to safety (Record of Emergency Data) and security management are kept in Human resources.