Area Compliance and Transparency Officer

About Acted

Duties and Responsibilities

1. Management of the FLATS and program compliance process

The Compliance Officer must know ACTED's policies and procedures and must ensure that they are properly implemented throughout his/her hub. S/he must independently:

• Plan and coordinate the hub's compliance tasks: monthly compliance reviews and relevant ad-hoc spotchecks of his/her hub FLATS and program departments;
• Propose significant and relevant samplesto be used as a basis for monthly compliance reviews;
• Review the results and analyses arising from the compliance reviews and ad-hoc spotchecks in order to share lessons learned with therelevant departments, validated by Capital T&C team and HQ;
• Plan and coordinate the monthly monitoring of the actionplan for implementing the AUD-05 recommendations in collaboration with the relevant departments;
• Report to the line management any difficulties encountered by each department in implementing Acted procedures.
• Report risky compliance alerts or suspected fraud to the T&CM;
• At the request of his/her direct supervisor or the T&CM, participate in partner due diligences and organize monitoring of the implementation of risk reduction plans.
• Ensure information needed to consolidate the monthly compliance report and the related capital annexes (MCR) is shared with capital (FLA-04, FLA-02, FLA-05, FLA-06, AUD-05 and lessons learnt)

On baseswithout compliance assistant also :

• Collect, based on the relevant sample, the necessary documents from the departments and ensure the qualityof the organization of their physical and digitized filingsystems, in accordance with FLA-01 guidelines;
• Complete the FLA-02"Compliance checklist" on amonthly basis to ensure that FLATS documentation is compliant, report any non-compliant issues, propose corrective action plans and improvement suggestions where necessary;
• Carry out monthly "Quotes & Invoices Investigation" (FLA-05), analyze results and report any fraud risk;
• Complete the FLA-06 "Staff files checklist" on a monthly basis to ensure that personnel files are compliant, report anynon-compliant issues and proposecorrective action plansand improvement suggestions where necessary;
• Ensure the implementation of compliance tasks associated with expenditure (including supply chain traceability, market survey, review of FLATS and program documentation, etc.) ;
• Produce the relevant ad-hoc spotchecks for the hub FLATS and program departments.

1. Preparing, carrying out and monitoring external audits

The Compliance Officer must be familiar withthe external auditprocedures for eachof the projects implemented and ensure that they are properly prepared, implemented and monitored. S/he must independently:

• Manage the external audit preparation related to projects expenses and implemented process;
• Coordinate the submission of supporting documents requested by the external auditors by checking the "Compliance Checklists" (FLA-02) completed by the Compliance Assistant and the supporting documents;
• Contribute (if required) on drafting the external audit follow-up files(AUD-01) and to the preparation and dissemination of lessons learned and good practice;
• Identify and communicate risks, draft lessons learned and propose recommendations to be incorporated into the management of the FLATS and program compliance process and followed on AUD-05 after T&CM validation ;
• Participate (if requested) in the preparation of responses to these reports in conjunction with the Capital T&C team ;
• Coordinate the follow-up of external audit recommendations implementation with the departments concerned.

Onbases without a compliance assistant also :

• Help to facilitate each external audit, by collecting, consolidating, and reviewing the selected supporting documents, identifying and rectifying any anomalies and sending the "Compliance checklists" (FLA-02) to his/her direct supervisor.

1. Preparing, carrying out and monitoring internal audits

The Compliance Officer is responsible for assessing and strengthening the level of compliance of the various departments in eachof the basesin his/her hub by implementing the internal auditplan once shared and validated by the T&CM. S/he must work independently:

• Identifying the maincompliance risks and issues inherent in its hub in orderto propose therelevant reviews to be included in the internal audit plan (AUD-06);
• Preparing the Terms of Reference (AUD-03) and sending them to his/her direct supervisor and to T&CM for validation prior to any internal audit;
• To plan and supervise internal audit assignments in accordance withthe audit plan(AUD-06) and the ACTED internal audit methodology by developing the necessary testing tools;
• Review the work (AUD08 and testing files), the action plan (AUD-04B) and the audit report (AUD-04A) for validation by his/her direct supervisor and T&CM before sharing it with the departments concerned;
• Update the internal audit recommendation tracking file (AUD-05) withvalidated recommendations;

Onhubs without a compliance assistant also :

• Carry out internal audit in accordance with the auditplan (AUD-06) and the ACTEDinternal audit methodology (by completing the internal audit checklists and documenting each review using the associated testing files or by developing them);
• Draft the action plan (AUD-04B) and audit report (AUD-04A) following each internal audit, identifying anomalies, and proposing associated recommendations for validation by his/her directsupervisor and T&CM, before sharing it with the departments concerned.

1. Training sessions / lessons learn / best practices

The Compliance Officer will help to improve compliance competences by proposing training sessions on specific process in the procedures, based on internal and external audits compliance review conclusions. S/he will :

• Provide practical training on specific aspectsof ACTED procedures;
• To contribute to the proactive dissemination and use of lessons learned during audit activities (internal and external audits) among national and international staff.
• Process improvement : In collaboration with the departement involved, reinforce current procedures and the quality of ACTED internal control, based on international best practices, donors’ requirements, and results of internal & external audits.

1. Internal Coordination

• Supervise the compliance assistants by monitoring action plans and day-to-day activities;
• Review the workof the compliance assistant (if any)and provide full written feedback on their work;
• Ensure training and capacity building for the Compliance team members to increase the technical ability and skills within the department.

1. Transparency

• Participate in minimizing risk of fraud and corruption by ensuring adherence to Acted FLATS procedures, Acted Code of Conduct and ACTED Policies;
• Upon request of the Capital T&C team, participate in Fraud cases investigations;
• Actively promote Acted’s anti-fraud and whistle blowing policy within all Acted offices in the hub.

1. Other

• Provide regular and timely updates on progress and challenges to the direct line manager and Capital T&C team;
• Warn the direct line manager and Capital T&C team in case some major problems arise with a potential financial or reputational impact on the mission;

Perform any other related activities as assigned by immediate supervisor or the capital T&C team.

KEY PERFORMANCE INDICATORS

- % of risks identified during external audits already flagged during monthly review

- % of timely submission of the hub’s monthly compliance reports.

- % of ongoing project with external audit risk covered by the monthly review

- % of project categories of expenditures reviewed in the compliance review

- % of project expenditures reviewed in the compliance review

- % of employee files reviewed in the compliance review.

- % of implementation of external and internal audit recommendations or reported as difficult to implement with mitigation measure

- # of monthly contributions to the planning of the hubs audit plan.

- # of targeted program spot checks proposed and conducted on a bi-annual basis.

- # of targeted FLATS spot checks proposed and conducted on a bi-annual basis.

- Frequency of updating tracking tools (lessons learned, recommandation, internal and external audit).

- Frequency and quality of trainings provided to the assistants s/he is responsible for.

- Frequency of sharing and follow-up of recommendations with relevant departments

- Quality and relevance of the lessons learned written up based on the work carried out/reviewed and anomalies identified

- # of testing tools developed for specific ad-hoc spot checks

- Regularity and quality of feedback to the assistant for whom s/he is responsible

- # of good quality ToRs and internal audit reports submitted

- # of meeting conducted with the partners for RMP follow up

QUALIFICATIONS

• Postgraduate diploma in Audit, Finance, International Relations, Law or in relation with the position.
• 1-2 years of previous work experience in Audit (external and/or internal), Finance, Logistics, Administration or Law.
• Strong negotiation and interpersonal skills, and organizational terms.
• Demonstrate flexibility, dynamism, and autonomy.
• Ability to work well and under pressure.
• Excellent communication and writing skills in English.
• Experience in management and training is a plus.

Strong analytical skills

How to apply

https://forms.office.com/e/hqDNgYnuR5