ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context.
ACTED is looking for professionally confident, self-motivated, experienced and committed team player to fill the Senior Transparency & Compliance Officer Position in Hargeisa.
The Senior Transparency & Compliance officer is responsible for the implementation of ACTED’s compliance process and follow up of the system and procedures; the Senior Transparency & Compliance Officer will follow with direct collaboration of FLAT (Finance, Logistic, HR & Admin and Transparency) to set up a proper and regular follow up of ACTED FLAT & compliance system and FLAT folders. He is also responsible for management and oversee of FLATS/Compliance department and their achievements toward Country Coordination.
Duties and Responsibilities:
1. Internal Audit Responsibilities
· Conduct audit mission. According to agreed and planned schedule and written terms of reference:
o Develop and propose quarterly plan for internal audit of ACTED Uganda and roll out the implementations;
o Review and support FLAT teams for program documents (cash for work activities, hygiene kit distribution, and asset rehabilitation) submitted by the bases and FU with high risk issues.
o Ensure transparent system, procedures within ACTED Uganda FLATS operations by regular internal audit, survey, assessment and investigations;
o Follow up with compliance findings relevant to FLATS and conduct the proper needed action
2. External Audit Responsibilities
· Prepare for External Audit for field, capital and HQ audits.
o Contribute, in line with the Country Finance Manager in managing external audit preparation related to implementing Partners expenses.
o In close relation with the Director" id="link" class="link">Country Director facilitate and coordinate the audit, organize the kickoff and close out meetings of each external audit;
o Draft ACTED Management responses to the audit report, to be approved by Country Director first and then by the HQ Audit Department. Follow-up the reception of the signed audit report;
o Ensure the update of the External Audit Recommendations follow up (AUD-02) and ensure implementation of the recommendations from external audits;
o When relevant to a project or mission registration, provide Technical Support to select external audit companies.
3. FLAT Responsibilities
· Internal rules and regulations:
o Provide timely supplementary control of compliance documentation (FLAT Folders, tenders, finance doc, etc.);
o Review final financial documents on a monthly basis against SAGA and timely notify the cashier and head of department of any corrective action to take.
o Ensure the ACTED internal FLAT Manual regulations are implemented by all heads of Departments at the base level;
o Ensure that ACTED internal rules and policies are compliant with donor requirements, local laws and are appropriate with the context in which ACTED operates.
· Support the whole FLAT process:
o Responsible for preparing, maintaining and controlling the FLAT folders as per the ACTED internal audit manual;
o Responsible for centralizing FLAT folders at capital level; make sure FLAT folder are up to date;
o Reconcile finance, logistics and Administration information/data with the content of the FLAT folder and ensure that the final reports of closed projects always tally the existing available information.
o Prepare recommendations in the case of irregularities or weaknesses and ensure recommendations are followed.
o Ensure FLAT Folders at base level are properly kept up to date with the relevant documents;
o Ensure that “transparency principles” rule the procurement, payment and recruitment processes on the field; report any deviation and proactive suggestions to the compliance manager and country Coordination if need be;
o Highlight, recommended and follow up mitigation of risks for ACTED program activities.
o Responsible for training head of departments on specific FLAT procedures to be followed;
o To ensure that new comers receive an appropriate overview of the FLAT requirements.
o Training all key implementing partner staff on ACTED Processes
o Provide FLAT Training, capacity building or trouble shooting upon request or when identifying a gap in implementing / knowing ACTED procedures. (For FLAT, Program staff and implementing partner)
· Office Organization
o Ensure the office and the other FLAT offices are adequately organized and confidential information properly safe guarded;
o Gather the documents needed for projects FLAT folders: link with Base Logistics, Finance, HR and programs dept.
o Ensure with on time follow up that FLAT folders are arranged with all required contains, base wise/project wise;
o Preparation of compliance review reports for the monthly implementing partner expenses
o Prepare annexes to the monthly compliance report and share with HQ internal audit.
o Giving as much detail as possible for all existing projects that are ongoing and completed but are yet, to be reviewed and submitted to the capital office.
· Implementing partners
o Follow up on due diligence assessment mitigation measures
o Assist in conducting due diligence assessment for current and potential implementing partner(s)
o Conduct compliance review on partners’ monthly expenses and share findings with compliance department.
· Bachelor degree in Finance, Accounting or a related field.
· A minimum of three years’ relevant experience, preferably in a similar position in an NGO in Risk Analysis; Audit (internal); Compliance setting;
· Deep and clear understanding of humanitarian principles and activities.
· Sound understanding/experience in the whole audit process phases, i.e. assignment planning, execution, and reporting
· Excellent skills in Microsoft Word, Outlook, and Excel.
· Strong organizational skills and meticulous attention to detail.
· Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.
· High level of integrity, transparency and honesty.
Fluency in Somali language