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job offer

Yemen : Country Transparency and Compliance Officer - Sanaa

Reference : FLATO/YEM

Department: Audit

Contract: Fixed term

Country: Yemen

Duration 6 months

City: Sanaa

Starting date: 2018/07/02

Background on ACTED

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential.

ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential.

We go the last kilometer: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. ACTED develops and implements programs that target the most vulnerable amongst populations that have suffered from conflict, natural disaster, or socio-economic hardship. ACTED’s approach looks beyond the immediate emergency towards opportunities for longer term livelihoods reconstruction and sustainable development.

With a budget of 190 million EUR in 2015, ACTED is active in 35 countries and implements more than 495 projects a year reaching over11 million beneficiaries with 400 international staff and 4,300 national staff.

 

Country profile

Number of projects : 16

Number of areas : 3

Number of national staff : 278

Annual budget (EUR) : 20.3M

Number of offices : 7

Number of international staff : 18

ACTED has been present in Yemen since early 2012, and implements activities in the central-western and central-southern regions. The presence of ACTED in Yemen has been anchored to the governorates of North of Yemen, North of Yemen, Raymah and Ad-Dhalee where, in the last three areas especially, the organisation has been virtually the only international actor directly implementing activities.

ACTED now aims at further expanding its humanitarian assistance by reaching out to additional regions: the north in Saadah and Al-Jawf governorates, and the south around Taiz and Aden. These could notably serve as a base for future assessments and programming focused on malnutrition- and conflict-affected populations in Yemen.

Through its comprehensive programming ACTED has been covering the full continuum of emergency, rehabilitation and development in Yemen. Emergency activities have focused in the sectors of Agriculture & Food Security (e.g. distribution of crop seeds, and livestock), Economic Recovery and Market Systems (e.g. income-generating activities such as cash for work), and WASH (e.g. rehabilitation of water supply facilities, hygiene promotion). ACTED’s food security activities include distribution of food vouchers, which are a key component of ACTED’s interventions in the country. With regard to rehabilitation and development, ACTED recently initiated work on the coffee value chain in Raymah governorate as a way to enhance the food security of local small producers.

Through its active involvement in coordination mechanisms, ACTED has been a lead agency in the provision of humanitarian assistance in the three governorates in which it operates. The organisation is for instance the WASH Cluster focal point for North of Yemen and Raymah governorates, and a key partner of the WASH, Food Security and Agriculture, Nutrition and Early Recovery clusters. In addition, the organisation has been an elected member of the Humanitarian Country Team in early 2013.

ACTED’s donors in Yemen are presently USAID/OFDA, ECHO, the European Commission, WFP, OCHA and UNICEF.

 

Position profile

The Country Transparency and Compliance Officer 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.


Responsibilities:


1. Internal Audit management


1.1. Implement the approved national internal audit plan: conduct and supervise internal audit missions through a risk management approach
a) Audit Plan: Draft, implement and update the country audit plan (including IP Due diligences);
b) Conduct country Internal audit missions: plan, organize and conduct country/area audit missions according to the Country Audit Plan and the ACTED internal audit methodology;
c) Review and approve the country/area internal audit missions conducted by the area / country audit and compliance team;
d) Contribute in managing Implementing Partners relationship on compliance and audit aspects such as due diligences, mitigation plan follow-up;
e) Suggest measures for mitigating such risks to the CD, discuss the main findings and recommendations with the CD during the mission; draft an action plan (AUD-04B) to be discussed with the CD during the debriefing session;
f) Audit report: send the audit reports (AUD-04A) after regional and/or HQ approval;
g) Ensure the recommendation follow-up and actively participate in their implementation.
1.2. Control the implementation of the ACTED standard guidelines and FLAT System at the capital, area and partner’s levels
a) Control the monthly flow of documentation from the Areas and Partners to the Capital office; Review documentation compliance level on a random basis ;
b) Supervise the National Compliance Officer in compiling, filing and checking all project related financial, logistics, administrative, HR, and programme information (including documentation from the areas and the partners) in the designated project Compliance FLATS folder on a monthly basis (FLA 01 and FLA 03);
c) Support the Compliance Team in identifying the compliance issues by filling the compliance checklists (FLA02);
d) Link with the other departments, share the compliance issues identified and the action plan to mitigate the risk.
Ensure the follow-up of the action plan (AUD 04B).
e) Issue and/or review the Monthly Compliance Report (FLA 04) and the Audit TITANIC drafted by the Compliance Officer, obtain the Country Director review and approval and send it to HQ and Regional audit teams.
1.3. Control the compliance with country rules and regulations
a) Support upon request the Country Director and/or the HQ Audit Director in litigation cases (staff, suppliers, etc.) follow-up;
b) National and local legislation follow-up: in link with the Country Finance Manager and the Country Director, make sure that the national and local legislation is well followed (tax exemption, social security, labour law etc.);
c) Tax/VAT exemption follow-up: in link with the Country Finance Manager and the Country Director, make sure that ACTED complies with tax laws and that tax/VAT exemptions are requested in a timely manner.
1.4. Provide support to mitigate the high risks identified
a) Provide technical support to the Finance, Logistics, Admin, Audit and Programme departments and participate to the action plan implementation to mitigate the risks identified in 1.1, 1.2 and 1.3 upon request of the Country Director and / or the HQ Audit, Legal and Transparency Director.


2. External audit : ensure the external audit and the due diligences preparation and follow up


a) Ensure the preparation of external audits and due diligences in close collaboration with the HQ Audit Department, the Country Finance Manager and the Country Director;
b) Review and approve the draft of the External Audit preparation (AUD-01) and ensure the update of Project, FLAT & External Audit Follow-up (AUD-00) by the Compliance Officer;
c) Train the implementing partners / country/area staff to the external audit preparation;
d) Contribute, in line with the Country Finance Manager in managing external audit preparation related to Implementing Partners expenses.
e) In close relation with the Country Director and the Country Finance Manager, facilitate and coordinate the audit, organize the kick off and close out meetings of each external audit;
f) Draft ACTED Management responses to the audit report, to be approved by the Country Finance Manager and the Country Director first and then by the HQ Audit Department. Follow-up the reception of the signed audit
report;

g) Ensure the update of the External Audit Recommendations follow up (AUD-02) and ensure implementation of the recommendations from external audits;

h) When relevant to a project or mission registration, provide technical support to select external audit companies.


3. Training sessions / lessons learn / best practices


3.1. Capacity building and Training
a) Provide practical training on specific areas of ACTED procedures;
b) Coach, train, and mentor Compliance staff in the country.
3.2. Lessons learn
a) Contribute to proactive dissemination and use of knowledge gained through audit activities (internal and external audits) among international and national staff;
b) Participate in kick-off /closure meetings to share lesson learnt from previous audit and highlight donor guidelines.
3.3. Process improvement
a) Reinforce current procedures and the quality of ACTED internal control, based on international best practices, donors’ requirements and results of internal & external audits;
b) Upon request from the Audit Director, participate to the drafting of specific policies.


4. Transparency/Compliance Management


a) Minimize risk of fraud and corruption by ensuring adherence to ACTED FLATS procedures, ACTED Code of Conduct and ACTED Anti-Fraud Policy;
b) Upon request of the Country Director and/or the Audit Director, coordinate Fraud cases investigations;
c) Ensure the Fraud Register (FRA-04) is well maintained and updated;
d) Actively promote ACTED’s anti-fraud and whistle blowing policy within all ACTED offices in country.


5. Team Leadership


a) Update the organization chart and ToRs of the Compliance team according to the mission development;
b) Plan & conduct Audit and Compliance recruitments & appraisals; train & build capacities of the Compliance staff in country; identify staff with potential, and contribute to internal mobility strategy;
c) Ensure training and capacity building for the Compliance team members in order to increase the level of technical ability and skills within the department
a) Actively participate in country level coordination meetings by reporting on progress, and risks.


6. Other


a) Provide regular and timely updates on progress and challenges to coordination and other team members;
b) Warn the Country Director and HQ in case some major problems arise with a potential financial or reputational impact on the mission.
c) Perform any other related activities as assigned by immediate supervisor.

Qualifications

Postgraduate diploma in Finance/ Audit or International Relations

1-2 years previous work experience in a relevant position

Experience in Finance, Logistique, Administration

Proven capabilities in leadership and management required

Excellent skills in written and spoken English

Strong negotiation and interpersonal skills, and flexibility in cultural and organizational terms

Ability to work well and under pressure

 

Conditions

Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus

Additional monthly living allowance

Free food and lodging provided at the organisation’s guesthouse

Transportation costs covered, including additional return ticket + luggage allowance

Provision of medical, life, and repatriation insurance

 

Submission of applications

Please send your application including cover letter, CV and references to jobs@acted.org under Ref: FLATO/YEM

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