Transparency & Compliance Assistant

Job Description

Job PurposeThe T&C Assistant contributes to monitoring the compliant implementation of Acted procedures in the bases assigned to him or her, using a risk-based audit approach and the guidance of his or her supervisor.S/he is responsible for implementing the action plan and reviews defined to mitigate the risks identified, in conjunction with his/her supervisor.S/he helps to communicate the difficulties encountered by the FLATS teams in his/her basesS/he also provides support for external donor audits in their preparation.S/he must comply with and ensure compliance with the code of conduct.ObjectivesBased the instructions and guidelines given by his/her direct supervisor, the T&C Assistant has to :

1. Participate in the review of the FLATS compliance process and internal audit by :

• Using a predetermined risk-based audit approach, contributing to the control of the implementation of Acted procedures at bases and at partner level, in compliance with:
• Acted manuals of procedures,
• Donors? specific procedures,
• Best practices
• National legislation
• Participating in action plans approved by the T&CM;

1. Participate in the preparation and follow-up of external audits of donors and due diligences;

Share lessons learned and best practices to the FLATS departments concerned.Duties and Responsibilities1. Control of the FLATS and program compliance process The T&C Assistant must know how to look for (and eventually know) ACTEDs policies and procedures and ensure that they are properly implemented.S/he must, on the basis of the instructions and plans given by his/her direct supervisor : Collect, based on the relevant sample, the necessary documents from the departments and ensure the quality of the organization of their physical and digitized filing systems, in accordance with FLA-01 guidelines; Complete the FLA-02 Compliance checklist on a monthly basis to ensure that FLATS documentation is compliant, report any non-compliant issues, propose and conduct 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 any non-compliant issues and propose corrective action plans and 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.) Conduct the relevant ad-hoc spotchecks for the base FLATS and program departments. Analyze the results of compliance reviews, flag risk and propose relevant lessons learned; Report risky compliance alerts to his/her supervisor or suspected fraud to the T&CM; Share and follow up validated recommendations resulting from lessons learned and internal audits with the departments concerned; Ensure information needed to consolidate the monthly compliance report and the related capital annexes (MCR) are shared with the officer (FLA-04, FLA-02, FLA-05, FLA-06, lessons learnt and AUD-05) Participate in partner due diligences and in monitoring the implementation of risk reduction plans.2. Preparing, carrying out and monitoring external auditsThe T&C Assistant will support the preparation and smooth running of external audits. Based on instructions and guidelines provided by his/her direct supervisor, s/he must: 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; Identify risks and lessons learnt from the review and corrective actions to propose recommendations to his/her direct supervisor;3. Preparing, carrying out and monitoring internal auditsThe T&C Assistant is responsible for assessing the level of compliance of the various departments at each of the bases in his/her base by implementing the internal audit plan defined. S/he must follow the instructions and guidelines given by his/her direct supervisor: Participate in drafting the Terms of Reference (AUD-03) prior to any internal audit; Carry out internal audit in accordance with the audit plan (AUD-06), the ToRs and the ACTED internal audit methodology; Complete the internal audit checklists AUD-08 : draft findings and flag risks based on interviews and appropriate documented testing carried out (using the associated testing files or by developing them); Participate in drafting 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 direct supervisor; In collaboration with his/her direct supervisor, participate in the monthly sharing and monitoring of the action plan for the implementation of the AUD-05 recommendations in collaboration with FLATS and program departments; Based on implementation feedback from department, carry out appropriate testings to evaluate recommandation implementation; Report to line management any difficulties encountered by each department in implementing Acted procedures.4. Other Report to line management any major problem with a potential financial or reputational impact on the mission; Provide regular and timely updates on task ongoing, progress and challenges to the direct line manager; Carry out any other tasks requested by his/her direct supervisor or the TCM.Key Performance Indicators

• % of the defined sample expenses reviewed per project in the monthly compliance review (FLA-02 and FLA-05)
• # of personnel files reviewed in the monthly compliance review (FLA-06)
• # of compliance checks carried out (FLA-02, FLA-06 and FLA-05)
• % of monthly compliance reviews submitted on time
• # of recommendations consistent with the anomaly identified during monthly review, internal and external audit
• % of unflagged risk
• # of recommendations implemented across the bases or reported as difficult to implement
• % of expense reviewed with no new irregularities identified during the 2nd review
• # of good quality contributions to ToRs and internal audit reports (based on # of feedback)

*Acteds proposed monthly salary: 745 JODs

Keyskills :