Compliance Volunteer

2 مارس، 2023

0 0 4 دقائق

الوصف الوظيفي

The compliance Volunteer is responsible for the implementation of ACTED’’s compliance process and follow up of the system and procedures; the compliance assistant 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.

Internal Audit Responsibilities:

– Conduct audit mission. According to the agreed and planned schedule and written terms of reference:

a) FLAT process audit: Audit for the FLAT department conducted at the capital level and help/support the FLAT team for the bases.

b) Review and support (If needed) the program Audit done by the FLAT team in the bases and FU with high-risk issues.

– Prepare for External Audit and provide support for external Auditor:

d) Prepare for the Donor’s external audit, by collecting and checking all the required FLAT/Program documents.

e) Prepare for the Annual Audit Report for ACTED.

– Follow up and update legal information such as Social Security and Tax Department.

– Promote transparency and accountability.

FLAT Responsibilities:

Make sure ACTED standard FLAT system is implemented in relevant departments in all bases:

a) Using a checklist relevant to each activity for each department on a monthly basis.

b) Review/check and consolidate the checklist done by bases FLAT.

c) Prepare recommendations in the case of irregularities or weaknesses

d) Ensure that the recommendations are followed.

Provide Training upon request or when identifying a gap in implementing/knowing ACTED procedures. (For Both FLAT and Program)
Highlight, recommended, and follow up on the mitigation of risks for ACTED activities.
Ensure compliance with ACTED procedures.
Improve ACTED’s current procedures.
Gather the documents needed for projects’ FLAT folders: link with Base Logistics for the delivery of documents, with Base Programming for the distribution of documents, and with Base Finance for the settlement of contracts.
Ensure with an on-time follow-up that FLAT folders are arranged with all required contains, base-wise/project-wise;
Set up Proper/regular communication with FLAT team in Capital and bases;

e) Conduct a weekly FLAT meeting to share/receive FLAT pending issues with DCD and the FLAT team.

f) Conduct a monthly meeting with the FLAT team to discuss the issue they faced during the month.

Check and update on a monthly basis the report “FLA-02 FLAT Compliance Checklist’’ for the relevance and compliance of documents in Project FLAT folders;
Gather the documents needed for projects FLAT folders: link with Base Logistics for the delivery of documents, with Base Programming for the distribution of documents, and with Base Finance for the settlement of contracts;
Assist the Country FLAT Compliance Officer in communication with FLAT Team in the Capital and all Bases in order to follow up on the documents required in each project FLAT file;
Check the consistency between the national project’s implementation and administrative documentation;
Conduct the monthly physical count of all the assets and ensure that all the assets are properly coded with ACTED inventory numbers and share the finding with the Manager Audit at the country office
Conduct the monthly physical count of all the inventory items and ensure that all the inventory are properly coded with ACTED inventory numbers and share the finding with the Manager Audit at the country office
Conduct the physical count at a warehouse on monthly basis and ensure that all the procedures for managing the inventory are being followed and suggest the country office for improvement in the control
Ensure that the file for each category to assets is being maintained as required by the SOPs
Surprise cash count at least once a month and submit the result to the area coordinator and manager audit at the country office
Conduct the quarterly market price survey of material services identified in the market (Frequently procured items)
Monthly basis checks the log book of every vehicle and reports the discrepancy (If any) to the area coordinator and Country Audit Manager
Randomly visit the CFW site and report the discrepancy (if any) to the country Audit Manager and Area Coordinator
Randomly check the personal file of employees to ensure their completeness

External Audit:

Assist Country Compliance Officer/Internal Auditor in preparing the documents for the External Auditors.
Give support in rectifications of observations highlighted by Donor’ during their Financial Reviews/External Audits;
Make sure the Standard FLAT documents are available any time for the audits/reviews both in HQ and Country Office;
Contribute to the preparation of external audits in close collaboration with the Compliance department;
Facilitate the sending of FLAT folders to HQ in case of HQ external audits;
Participate in the audit (kick-off and close-out meetings of each external audit).

Reporting:

Prepare a Monthly Compliance Report:

Review and consolidate the MCR from the Bases including the annexes attached.
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 Regional/HQ Offices. The Compliance report is both a narrative report and includes annexes with specific analytical information and should be submitted to both the Deputy/Country Director and the Regional/HQ audit team;
Report the updates of the Compliance situation for all projects during the country FLAT Compliance meetings.

Training sessions /lessons learn/ best practices:

Lessons learn

a) Contribute to proactive dissemination and use of knowledge gained through audit activities (internal and Eternal audits) among international and national staff;

Team work

a) Participate in positive working environment and good team dynamics among Audit staff in the country;

b) Ensure that the Audit teams in the country retain all that is distinctive about ACTED, including the organization’s values and beliefs, global identity, coherence and consistency, and independence and impartiality.

المهارات

Bachelor's degree in Accounting, Finance, or any related field
1 year of experience in an audit/compliance/accounting/finance or business role **NGO experience is a plus**
Strong MS excel skills and familiarity with MS office basic functions (Excel, word, PowerPoint)
Good verbal and written English skills (basic fluency)
Excellent interpersonal and communication skills
Basic understanding of paper-based documentation review
Strong eye-for-detail
Oriented
Compliance with and understanding of regulatory requirements.
Flexibility to travel across Acted Jordan based on any engagements