Internal/External Vacancy Announcement
INTRODUCTION
Save the Children is an exciting and dynamic organization that follows a holistic approach to achieve more for children and use its resources in an efficient and sustainable way. In every programming we aim to achieve results at scale, build partnership to influence others and increase our impact; look for innovate solutions to the problems children faces, campaign for better practice and ensure that Children’s voices are heard.
Save the Children is an organization for talented people with different backgrounds and perspectives. We are proud that our people are representative of the children we work with and we thrive on our diversity. We are an equal opportunity organization dedicated to our core values of Accountability, Ambition, Collaboration, Creativity and Integrity. Our culture is embedded in these values, along with a strong commitment to our Child Safeguarding Protocol, ensuring that all representatives of Save the Children demonstrate the highest standards of behavior towards children both in their private and professional lives.
Save the Children offers sound employment conditions with opportunities for personal growth and development. If you are interested to work in an organization that is determined to achieve dramatic change for the most vulnerable children, we encourage you to look through the job profile below.
Job Title | M&E and Compliance Manager |
Code | 0234 |
Place of Work | Addis Ababa |
Program/Unit | JEOP/DFAP |
Monthly Salary | As per the salary scale of the organization |
No. Of Positions | 1(One) |
Length Of Contract | 9 Months. |
Role Purpose:
The Commodity Monitoring, Evaluation and Compliance Manager (CMECM) will be responsible for providing guidance for the development of appropriate, participatory and evidence based monitoring and evaluation systems for the commodity related program activities and responsible in the monitoring of the compliance and quality assurance systems of commodity transfer in line with relevant commodity management standards. Also the CMEC manager is responsible for issues of commodity monitoring, evaluation, quality and regulatory compliance, and their implementation, throughout the departments of JEOP/DFAP and reporting to Deputy Chief of Party (DCoP). The manager is expected to provide technical support in commodity M&E system by developing and implementing a monitoring and evaluation tools. S/he is responsible to provide training to food distribution quality assurance staffs on the use of food distribution quality assurance and compliance response mechanism system; conduct commodity related assessments and analysis of field-based programs to monitor program activity and produce reports to donor. Additionally, he/she will support woreda and regional officials in program areas to improve their commodity M&E systems, through capacity building and technical advice and support. She/he will also be actively involved in promoting commodity related learning through documentation and sharing best lesson learned and developing approaches for community analysis and utilization of data for decision-making. On top of this, the post holder is responsible to facilitate and follow up commodity and warehouse related monitoring visits by the donor agencies (USAID and CRS), collect feedbacks, draw action points, prepare tracking formats and share to the field offices for action. Track the changes through regular and time framed reporting systems and reports the status to CRS within the agreed time.
KEY AREAS OF ACCOUNTABILITY:
A. Managing compliance
· Providing support to the responsible officers and coordinators to ensure commodity transfer are in accordance with the program commodity transfer standard;
· Identifying/Anticipating and/or managing all commodity related compliance issues otherwise likely to cause an adverse effect;
· Supporting commodity transfer in the maintenance and ‘policing’ of all requirements of the agreement between the organization and donor/partners;
· Investigation of all abnormalities which are normally those issues threatening the integrity of commodity transfer, obeying commodity transfer systems and for food distribution qualifications problems, and conduct or direct the internal investigation of compliance issues;
· Ensure timely notification and reporting of any commodity related compliance to and from the Responsible Officers/coordinators and or offices;
· Support and advise commodity management unit in all issues relating to compliance;
· Conduct periodic internal reviews to ensure that compliance procedures are followed; identify compliance issues that require follow-up or investigation. Monitor compliance systems to ensure their effectiveness;
· Maintain documentation of compliance activities, such as complaints received or investigation outcomes, internal and external monitoring reports, beneficiary accountability performances reports, and file appropriate compliance reports with regulatory agencies;
· Undertake planned field travel in JEOP operational area to work closely with Field Office staff and FDPs in closing the findings, obtaining evidence of such closures and build capacity of Save the Children and partner staffs on compliance related topics, policies to ensure compliance with JEOP minimum standards for commodity management;
· Facilitate donor and partner visits, collect feedbacks, prepare action points and share to the filed team for action with tracking formats;
· Follow up actions taken on action points by the field team, collect report on time, complete donor tracking sheets and report to CRS on time;
· Follow up targeting/registration processes with the field team, ensure appropriate documentations in place;
· Review internal monitoring reports from and ensure data integrity; working with all field offices and FDP’s where JEOP is operated to address all findings from monitoring reports;
· Review findings from the CRS Monitoring Reports and Follow Up Matrix Sheets and work directly with CRS Compliance Officer to address and close these findings;
· Take actions with JEOP management, Field Offices, Commodity Supervisors, Distributors and Storekeepers in closing these findings, and document;
· Ensure important communiqués, monitoring reports and follow up sheets (with evidences of closing the findings) are kept consistently and in an organized manner;
· Support and work together with CRS Compliance Officers in field work, when verifying and closing the findings;
· In coordination with CRS JEOP Compliance Officers, works directly with commodity management staff (Commodity Supervisors, Distributors and Storekeepers), to ensure viable corrective action plans are in place to bring commodity management at FDP in compliance with JEOP Minimum Standards for Commodity Management and USAID/FFP regulations;
· Reviews shared field reports from Field Monitors and CRS Risk Monitoring Units, takes note of serious findings and issues and bringing them to the attention of the Senior Management;
· Maintains files of Follow up Matrix Sheets and for all closed findings into the separate database, and also hard copies;
· Develops profiles for each FDP and status reports on monthly basis on progress, submitted to JEOP Management and CRS JEOP Compliance Officers;
· Prepare management reports regarding compliance operations and progress.
B. Monitoring and Evaluation
· Leads food distribution quality assurance team and ensures formats and reports are filled in and updated as per guidelines;
· Designs and regularly updates commodity M&E guidelines and tools and ensures that project staff have access and can use the tools;
· Supervises field level food distribution quality assurance officers and ensures that their capacities are built and they are supported to deliver on their day to day work by constant communication and field level joint work.
C. Learning
· Develops innovative ways of building a learning culture within the program teams at Addis Ababa and field offices;
· Offers practical capacity building to field level teams to support their learning and reflection;
· Designs simple templates and guidelines that enhance program learning and reflection;
· Documents lessons and helps to ensure their incorporation.
D. Reporting
· Conducts regular field visit activities at field offices and FDP’s and prepare field trip reports, with recommendation and action plan for each FDP;
· Communicate regularly with CRS Compliance Officer to address, verify and close findings at FDP level and maintain evidences of such closures;
· Maintains reporting schedule calendar supported by PSO.
· Ensures that necessary reporting components are lined up in advance of report deadlines and responsible persons are followed up on
· Provides analytical outcome level inputs to program technical reports.
· Reads through field level draft reports for adherence to requirements and coherence of information as well as completeness.
· Prepare monthly, quarterly and annual reports in relation to compliance and M&E matters and submit to the line manager on time
QUALIFICATIONS AND EXPERIENCE
· Masters or BSc degree in Statistics/ Veterinary Medicine; Economics, Agricultural Economics; Rural Development.
· 8 years of relevant progressive experience, out of which 3 years in managerial positions in developing and managing monitoring system with NGOs or other organisations.
EXPERIENCE
· It is important that applicants have strong computer background in programming, database management and analyses and have proven initiative and ability to work independently as well as in a team environment.
· Applicants should be excellent in written and spoken English and
· Have strong systematic and analytical thinking skills with strong interpersonal skill.
· Applicants must have vast experience in producing high quality professional report in their area of assignment and having special training in Monitoring and Evaluation is an added value.
· S/he should have good knowledge and experience in USAID commodity based program operations, donor compliances, tracking and reporting tools and systems