Audit Co-Ordinator

Background

The Humanitarian Quality Assurance Initiative (HQAI) is an independent, non-profit organisation dedicated to strengthening quality, accountability, and risk management in the aid sector. With more than a decade of audit and standard-setting experience, we support organisations working with vulnerable populations to improve programme quality, demonstrate compliance with humanitarian principles, and embed continuous improvement into their systems. HQAI’s services respond to growing donor and stakeholder expectations for transparency, efficiency, and accountability. HQAI is a not-for-profit organisation registered as a Swiss association.

Working environment

HQAI operates through a modest Secretariat, based both in Geneva, Switzerland and around the world, and a globally distributed pool of independent experts, ensuring both institutional stability and operational agility. The Audit Co-ordinator will experience a dynamic working environment oriented towards innovation. This job opening is a unique opportunity to be involved in driving forward quality, accountability, efficiency and equity in aid programmes through effective quality assurance mechanisms.

Tasks & Responsibilities

The Audit Co-ordinator is part of the Quality Assurance team and collaborates closely with other team members. S/he serves as a central point of contact for a selection of audited partners in the pre-audit and finalisation processes. S/he supports the Senior Audit Co-ordinator to ensure that pre-audit processes are completed, and contracts are developed and signed in a timely manner between HQAI and its partners and auditors. S/he is also responsible for confirming audit outcomes (e.g. Certification) for allocated audits and sharing materials/updates with relevant stakeholders. S/he supports co-ordination amongst the team, auditors and audited partners to ensure efficient and effective following of pre-audit and finalisation processes. S/he is jointly responsible for keeping partner and other information up-to-date on HQAI’s Information Management System (IRMA) and developing IRMA to meet HQAI’s current and future information needs.

Data management and reporting

• Ensure information regarding audited partners, audits and auditors is maintained and kept up-to-date on HQAI’s Information Management and Reporting Assistant (IRMA) to comply with applicable HQAI procedures and accreditation rules. This includes:
• Establishing and updating contact information and categorisations
• Updating auditor allocations and disseminating opportunities
• Maintaining auditor profiles
• Acknowledge Third-Party Observations of Interest and ensure information is shared with relevant stakeholders.
• Support management of HQAI’s QSystem: publishing documents as needed and maintaining tracking log (TRK 000).
• Support the development of HQAI’s Information Management System to maximise operational efficiency.

HQAI Partners’ focal point and administrative support

• Act as focal point for portfolio of partner organisations before a Lead Auditor is assigned, providing necessary information regarding, scheduling, and contracts.
• Manage pre-audit and audit finalisation processes via IRMA for a portfolio of HQAI partners.
• Answer or redirect queries from audited partners, auditors or generic contact forms/email addresses and maintain clear and timely communication channels between potential and existing partners, auditors, and internal teams.
• Support on-boarding of new partners, ensuring that all necessary information is collected and shared in line with HQAI procedures.
• Ensure audited organisations within portfolio have access to all the necessary administrative information related to their specific audit.

Team Co-ordination

• Participate in bi-monthly audit co-ordination meetings to manage allocation of Supervisor Auditors and auditors and share relevant updates/solve issues with pre-audit processes.
• Liaise with Support Services team to ensure the QA team understands and follows all processes to support timely issuing of invoices, payments to auditors and budget follow up/forecasting.
• Liaise with Communication team to ensure the timely preparation of certificates and publication of audit reports.
• Support QA team and other members of wider HQAI team with ad hoc administrative tasks.

Required Qualifications and Experience

• Degree in project management, business administration or another relevant field;
• At least 2 years of experience in administrative or project management roles;
• Substantial experience in project budgeting, scheduling, and risk management;
• Excellent knowledge of Microsoft Office Suite, ODOO platform or other similar CRM systems and strong track record in resolving IT issues in Apple and Microsoft environments;
• Good knowledge of the humanitarian and/or development sector;
• Proven track record in data and information management.

Key Competencies

The Audit Co-ordinator must be able to demonstrate high levels of competency in the following areas:

• Achieving results;
• Developing and maintaining collaborative relationships;
• Working effectively in pressured and changing environments;
• Excellent written and verbal communication skills;
• Ability to work effectively within a team and independently;
• High level of accuracy and attention to detail;
• Organisational skills
• Time management skills to meet project timelines, balance multiple tasks, and prioritise workload effectively.