Transparency and Compliance Assistant

Job Description

Job Purpose:The Area Compliance Assistant contributes to (i) controlling, on a risk-based audit approach, the implementation of ACTED?s processes in compliance with ACTED?s guidelines, specific donor guidelines, best practices and national regulations in the relevant country; (ii) developing & actively contributing to action plans agreed with country coordination in order to mitigate the identified risks, and to cope with priorities, budget constraints and organizational context.S/He provides technical support and capacity building to the country FLATS staff to implement the action plan and address the issues.S/He also provides technical support for donor external audits and due diligences preparation and follow-up.S/He should comply and ensure compliance to the audit code of conduct.Objectives:

• Participate to the proper and effective implementation of the annual risk based internal audit plan
• Participate to external audit preparation in order to facilitate donor and third party audits
• Perform monthly and bi-monthly compliance tasks in accordance with the monthly compliance department work plan
• Participate to training sessions provided by the compliance department to other FLAT team members and implementing partners if applicable
• internal coordination and communication and the National Compliance Team

Duties and Responsibilities:Under the supervision of the Country Risk and Compliance Manager / Officer (if any) or Country Director:1.Internal Audit function

• Participate to the conduction of area internal audit missions, according to the approved Country Audit Plan, and ACTED internal audit methodology in accordance with the approved Terms of References (AUD-03);
• Review of documentation for sample selected under the internal audit ToR?s and consolidate the review of field compliance team members
• Participate to interviews conducted with related stake holders as specified under the internal audit ToR?s

2.Monthly Compliance Function

• Control the monthly flow of documentation from the Area to the Capital office in accordance with the country document transportation procedures
• Review of supporting documentation of the monthly compliance sample and consolidate the work of field compliance team by filling the compliance checklists (FLA 02)
• Participate in drafting the Monthly Compliance Report (FLA 04)
• Participate to and lead the Market Survey exercise on monthly basis
• Participate to and lead the server structure review in accordance with guideline specified by Area compliance manager and coordination
• Participate to the supply chain traceability reviews as indicated by the monthly compliance work plan and as per the instructions of the Area Compliance Manager
• Field visit upon request of Coordination or other relevant parties
• Perform spot-checks on areas in support and operations as per the annual compliance department plan
• Review of a sample of program documentation as per the instruction of the area compliance manager.
• Fill out the document tracking sheet after reviewing and labeling the folders received from NES base.

3.External audit preparation

• Participate to the preparation of external audits close collaboration with the Area FLAT teams and Area Compliance Manager;
• Review and consolidate reviews performed by Field Compliance team members in order to report the final outcome to the Area Compliance Manager
• Take the lead on the corrective actions that have resulted from the aforementioned reviews when action is necessary at field level

4.Capacity building and training

• Provide practical training on specific areas of ACTED procedures;
• Support in providing training and capacity building for the Compliance team members at area level in order to increase the level of technical ability and skills within the department
• Participate to anti-fraud and anti-corruption training and awareness sessions when necessary

5.Transparencya)Participate in minimizing risk of fraud and corruption by ensuring adherence to ACTED FLATS procedures, ACTED Code of Conduct and ACTED Anti-Fraud Policy;6.Other

• Provide regular and timely updates on progress and challenges to coordination and Area Compliance Manager;
• Warn the Country Risk and Compliance Manager/Officer or HQ 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.

Key Performance Indicators:Example, the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targetsExample, the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targets

• % of tasks completed with a good quality output
• % of monthly compliance tasks submitted in a timely manner;
• # of trainings delivered

*ACTEDs proposed monthly salary: 745 JOD

Keyskills :