Job Description

Duties and Responsibilities

Dispatch/Stock Transfer Order (STO) Management:

• Provide support to logistics operations and activities, following standard processes and facilitating, directly or indirectly, the effective delivery of food assistance to beneficiaries.


• Be responsible for dispatch planning and execution in support to specific area offices and coordinate needs with other members of the pipeline function, area office logistics and programme.


• In close collaboration with area offices, review transport allocations and align them with Transport Purchase Orders, accurately capturing relevant transport rates and contract terms & conditions.


• Prepare weekly stock updates considering allocated requirements for planning purposes.


• Verify and reconcile Food Release Notes from Programme Unit with existing stock data and prepare allocations according to project requirements and donor regulations.


• Create complete/accurate actionable documents to be used for the movement of supplies in line with system and process requirements.


• Issue manual documentation for non-food commodities and offline stocks as required.


• Assist area offices in troubleshooting and registering user problems related to logistics dispatches. Escale unsolved user problems to system focal points, pipeline team leader and logistics management as required.


• Manage the exchange of information between the country and area offices concerning logistics data, especially on reconciliations, amendments and posting.


• Identify inconsistent data entries/transfers and provide AO personnel with correct corrective measures.


• Ensure monthly physical inventory is captured in the system by the specified deadline and reconciled with the stock reports.


• Monitor in-transit cargo and dispatches to ensure timely and accurate utilization of resources.

Stocks Management:

• Ensure that timely and accurate daily stock reports from area offices are submitted.


• Review and reconcile stock reports against system records to identify and rectify any variances or unusual information.


• Ensure stock movements, including within warehouses are properly recorded in the system in line with batch records.


• Follow-up with the stock report focal points to ensure that expiry dates are fully up-to-date and tonnages about to expire are prioritized. Serve as an active contributor to expire dates monitoring, leading information flows in areas of coverage.


• Prepare reconciliation of dispatches and transfers on the closure of services and dispatch cycles.


• Maintain and update the office’s filing and reference system related to stock dispatches.


• Maintain proper documentation and traceable execution of movements to ensure accountability and compliance are respected and mainstreamed throughout logistics operations.


• Generate on-demand reports from online and offline systems to support data analysis and decision-making.


• If required, travel to the field, to provide in-loco support to area office operations.


• Perform any other duty assigned.

Minimum Qualifications:

Education:    Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience:   At least 5 years of progressive experience in logistics, including warehouse and transport management.

Knowledge & Skills:    

• Experience using corporate systems to monitor transport operations, inventory information and forecasts. Good knowledge of spreadsheets is a requirement.


• Previous experience with system (e.g. SAP) is an advantage.

Languages:    Fluency in both oral and written communication in English is a requirement.