Data Administrator / Analyst – EUDR & Traceability

Job Summary :-The Data Administrator / Analyst manages, quality-assures, and analyzes all EUDR and traceability data for the entire Kerchanshe Group from farm to export. The role operates the data side of the ECTA ECTMS workflow (producers, farms, crops, batches, Primary/washing station processing, self-dispatch, warehouse, audit/DDS, and export), reconciles it with internal systems, and ensures every lot is traceable and audit ready. It also provides data analysis, analytics, AI-supported validation, and Power BI reporting that turn traceability data into monitoring and management insight.

Main Duties and Responsibilities

Producer, Farm & Plot Data Management

● Create and maintain producer records (identity, location, TIN), including bulk uploads, avoiding duplicate emails/IDs and missing zone/woreda data.

● Register and maintain farms and crops with GPS points/polygons, land certificate details, and harvest weights; validate coordinates and check for overlaps and errors. ● Run or track deforestation risk assessment once farm geometry is ready, and keep supporting evidence per plot.

● Support field teams in mobile data collection and plot mapping, and review submitted data for quality.

ECTMS Batch & Traceability Operations

● Process own-farm crop transfers and approvals in the correct order: create the empty batch first, approve crops into it, and handle denied or incorrect transfers.

● Transfer approved batches to Primary only, and confirm Primary return (washed/natural processing method, actual processed weight, From Primary status). ● Prepare and follow up self-dispatch requests with required documents (warehouse contract, service request letter) and clear corrections, screening, and QC steps.

● Track lots through washing station, warehouse, audit, DDS, and contract export, maintaining mass balance and resolving gaps or mixing issues.

● Reconcile ECTMS records with ERP (D365FO), weighbridge, washing station, and warehouse data.

EUDR Documentation & Collaboration

● Request and compile Batch Traceability and EUDR Audit Reports and data for Due Diligence Statements for export shipments, with the Head/Coordinator.

● Maintain audit-ready records and document archives for buyers, certifiers, ECTA, and authorities.

● Coordinate with ECTA, the ECTMS provider, and coffee association contacts on data queries and portal issues, as directed by the Head/Coordinator.

● Support washing station, sourcing, and export teams on data entry and traceability procedures; prepare guides and training materials.

Data Analysis, AI & Power BI

● Build and maintain Power BI dashboards and reports on registration and geolocation completeness, crop-to batch flow, processing yield, dispatch pipeline, stock, DDS readiness, and export mass balance.

● Analyze data for yield and loss, regional/supplier comparisons, cycle times, variances, and trends; provide insights and recommendations.

● Use AI/automation tools and scripts to flag duplicates, anomalies, weight/location outliers, and incomplete records, and to automate validation and reports.

● Support geospatial analysis (QGIS or similar) for plot validation and risk review.

Data Quality, Security & System Support

● Perform regular data audits, cleansing, de-duplication, and reconciliation across systems and sites.

● Apply data governance standards, access controls, and backup procedures, protecting farmer and location data.

● Support integration, testing, and improvement of traceability and data systems with the IT, ERP, and AI/Development teams.