Regional Food Distribution Coordinator

The Regional Food Distribution Coordinator administers the Lower Mainland Food Distribution Program based at Vancouver Harbour Light. The coordinator collaborates with the Lower Mainland Food Distribution Committee and is responsible (in whole or in collaboration) for the general administration, donor relations, program management, and supply and demand planning of the Program. They will also work closely with Harbour Light’s Shipping & Receiving Supervisor, Harbour Light Fundraising Coordinator, participating ministry units, and current/potential donors to ensure effective supply planning (e.g. capacity evaluation, facilitating allocation among ministry units), demand planning, and donor stewardship.

Supply & Demand Planning

• Coordinate and manage the Lower Mainland Food Distribution Program activities relating to supply (from donors and between ministry units) and demand (needs assessments, capacity, etc.)
• Communicates, collaborates and engages at least weekly with all participating Lower Mainland ministry units to assess need for and capacity to receive food donations
• Works with the Harbour Light Shipping & Receiving Supervisor to forecast and arrange incoming food donations and to communicate available food donations, and arrange distribution (pick up/delivery) among ministry units
• Maintains current inventory for all products received, stored, and distributed.

Donor Relations

• Ensures donation processes and practices are aligned with Canada Revenue Agency requirements and fundraising best practices
• Develops strong relationships with donors and potential donors across the food supply chain: farmers, wholesalers, produce brokers, distributors and manufacturers, catering companies, event venues, etc.
• Collaborates with the Fundraising Coordinator and Shipping & Receiving Supervisor to maintain up-to-date donor information, including administration of all donor contracts
• Collaborates with the Fundraising Coordinator and Shipping & Receiving Supervisor to develop and implement a food donor stewardship process
• Creates and implements a donor satisfaction check
• Prepares, prints, and distributes acknowledgment letters, and thank you letters
• Prepares, prints, and administers tax receipts pertaining to Gifts in Kind

Administration / Program Development

• Processes, maintains, and is accountable for all documentation necessary to support overall food procurement and distribution.
• Coordinates the marketing and communication materials for the program, as required.
• Maintains record-keeping systems for all incoming and outgoing food donations.
• Handles ongoing accurate, efficient data entry for all aspects of the program, including donor data, incoming donation records, outgoing allocations to other ministry units, incident reporting, and more
• Contributes to the development of the annual budget, including forecasting future costs and analyzing historical costs
• Conducts regular review to ensure the program is meeting the Division’s targets for food procurement, supply/demand, and financial expectations
• Meets regularly and collaborates with the Food Distribution Committee, prepares and submits quarterly status reports to the Food Distribution Committee
• Investigates and responds to incidents, complaints, and/or commendations related to the program
• Reviews monthly ministry unit participation in the Program to assess chargeback rates
• Processes monthly chargeback requests through DHQ / RAC
• Completes annual program evaluations
• Liaises with the DHQ Business and Development departments to achieve mutual goals
• Assists in the development of related policy and procedures
• Performs other duties as assigned

NOTE: For some jobs, you may be required to provide validated educational documentation.

 Education/Certifications:

• Minimum two years post-secondary education in Trade & Transportation Logistics or other related fields as a definite asset
• Current FoodSafe certification
• Current certification in First Aid/CPR (or willing to be trained)
• A valid Class 5 (or higher) BC Driver’s License and a clean driver’s abstract
• Criminal Record Review Program clearance

Experience:

• At least two (2) years of related experience in some or all of the following areas: dietary purchasing, data analysis, supply chain management & marketing, warehouse processing, and/or goods distribution.
• Experience in a healthcare/social services procurement setting would be a significant asset

Required Skills/Knowledge:

• Detail-oriented with a high level of accuracy in data entry and document creation
• Ability to prioritize and manage multiple tasks and a variety of demands in a fast-paced environment
• Strong customer service mindset – ensuring good stewardship of resources and relationships while ensuring compliance with all policies and regulations
• Flexible, self-motivated, adaptable
• Intermediate to advanced skills in Microsoft Word, Excel, and Outlook
• Demonstrates good verbal and written communication skills, effective listening skills, and organizational skills
• Ability to collaborate with diverse stakeholders to develop new processes and manage change

Other Requirements:

• Willingness to adhere to the Mission and Values of The Salvation Army and Vancouver Harbour Light

Preferred Skills/Capabilities:

• Experience using an inventory management system is a significant asset
• May be required to lift more than 20 pounds but less than 50 pounds.

Successful candidates, prior to hiring, may be required to provide:

• A valid Class 5 (or higher) BC Driver’s License and a clean driver’s abstract
• Criminal Record Review Program clearance
• Completion of our online Armatus Abuse Training and required Health and Safety training

The Salvation Army will accommodate candidates as required under applicable human rights legislation.   If you require a disability-related accommodation during this process, please inform us of your requirements. 

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Internal Applicants, please advise your managing supervisor of your intentions prior to submitting your application.