Role Overview:
Volcafe is looking for a Traceability Consultant to join the Global Sustainability team and play a key role in advancing our traceability initiatives.Through this engagement, the Consultant will support Volcafe in gathering, consolidating, cleaning, and validating traceability data from suppliers, and in working collaboratively with suppliers to complete client‑specific traceability templates and systems. The Consultant will provide weekly updates on EUDR contracts recorded in the company's ERP systems that are not reflected in Volcafe´s EUDR Portal. The Consultant will also support the development of clear traceability process flows, including the mapping of data fields from Volcafe's internal systems to harmonised templates and systems and, ultimately, to customer requirements. The Consultant will document all step-by-step processes, to have a clear workflow.
In addition, the Consultant will support Volcafe in preparing for external traceability audits and will conduct internal transaction audits to strengthen data quality, compliance, and performance across platforms.
Volcafe Ltd is one of the world's leading international green coffee trading companies, operating in over 20 countries globally. Our expertise spans green coffee procurement and preparation, sustainability, blending, quality control, risk management and export as well as importing and distribution. We supply the world's major coffee roasters and retail distributors with their green coffee requirements, with significant strategic growth ambitions for the future. We are part of ED&F Man Commodities, a world leading trader of agricultural products including coffee, sugar, molasses and animal feed.
Volcafe works across the whole green coffee supply chain to make coffee business better, together with our partners and employees. We have built and operate sustainable coffee supply chains across all our origins, addressing key economic, social and environmental issues in coffee farming communities. Our Volcafe Way farmer support programme engages with thousands of coffee farmers and provides a holistic response to the challenges they face.
This position is for a consultant who can support us for 1 year contract.
Key Responsibilities:
Traceability Data Management
- Support the collection, consolidation, and standardization of traceability data from suppliers
- Perform data cleaning, validation, and structuring to ensure accuracy and completeness across systems
- Maintain consistent and reliable datasets aligned with regulatory and customer requirements
Supplier Coordination & Data Collection
- Engage with suppliers to ensure timely and accurate submission of traceability data
- Guide suppliers in completing client-specific templates and systems correctly
- Act as a key point of contact to resolve data gaps, inconsistencies, and submission delays
System Reconciliation & Monitoring
- Monitor and identify mismatches between EUDR contracts in systems such as Microsoft Dynamics 365 (D365), ITAS, and the Volcafe EUDR Portal
- Track discrepancies and provide weekly reports to relevant stakeholders
- Ensure alignment and data consistency across all traceability platforms
Process Design & Data Mapping
- Support the design and optimization of end-to-end traceability workflows
- Map data fields between internal systems and harmonized templates and translate them into customer-specific formats
- Improve process efficiency and reduce manual intervention where possible
Audit Readiness & Compliance
- Prepare documentation and datasets required for external traceability audits
- Conduct internal transaction audits to verify traceability from farm to final customer
- Ensure compliance with regulatory frameworks and customer standards
Data Quality & Performance Improvement
- Continuously monitor and improve traceability data quality across systems
- Identify root causes of data issues and implement corrective actions
- Support performance tracking and reporting related to traceability KPIs
Process Documentation & Standardization
- Capture and document end-to-end traceability processes in clear, structured workflows
- Define key steps, roles, responsibilities, and dependencies across the value chain
- Ensure documentation supports scalability, training, and audit requirements
Deliverables:
Traceability Data Outputs & Client-Specific Traceability Submissions
- Consolidated, cleaned, and validated traceability datasets received from suppliers
- Structured and quality-checked data suitable for internal use, reporting, and submission to clients
- Completed and validated traceability templates aligned with customer requirements
- Accurate, internally consistent, and timely data submissions developed in coordination with suppliers
System Reconciliation,Reporting & Traceability Process Documentation
- Weekly discrepancy reports highlighting EUDR contracts present in ERP systems (ITAS and Microsoft Dynamics 365 (D365)) but not reflected in the Volcafe EUDR Portal
- Clear identification of mismatches with actionable insights for stakeholder follow-up and resolution
- End-to-end process maps covering traceability data flow from farm to customer.
- Detailed field-level mapping between internal systems, harmonized templates, and customer-specific formats
Audit Readiness & Compliance Support, Internal Audit & Data Quality Reviews
- Comprehensive documentation to support external traceability audits, including process flows, controls, and data lineage
- Organized audit evidence ensuring readiness and compliance with regulatory and customer requirements
- Internal transaction audit reports covering sampled transactions
- Identification of data gaps, inconsistencies, and root causes, along with clear findings for improvement
Continuous Improvement Recommendations & Process Documentation & Workflow Standardization
- Actionable recommendations to enhance traceability performance
- Focus on improving data quality, compliance, system alignment, and operational efficiency
- Complete set of documented processes in a clear, step-by-step format
- Supporting visual workflow diagrams and procedural documentation
- Standardized reference materials to enable internal alignment, training, and knowledge transfer
Confidentiality & Ownership
All information shared during the consultancy will be treated confidentially. Deliverables produced under this SoW will be the property of the Client, unless otherwise specified in the main agreement
Qualification & Experience
- Bachelor's degree in Agribusiness, Agri Statistics, Data Science & Management, Supply Chain Management, or related fields
- Postgraduate qualification or certification in supply chain, sustainability, or data analytics is an advantage
- 2–5 years of hands-on experience in traceability, supply chain operations, or data management, preferably within agri-commodities (coffee, cocoa, palm, etc.)
- Experience managing end-to-end traceability data (farm to customer or equivalent multi-tier supply chains)
- Familiarity with regulatory frameworks such as EUDR or other sustainability/traceability standards is an advantage
- Exposure to traceability tools, GIS/geolocation data, or sustainability platforms tools
