Senior Compliance Officer- Kampala
Department: Transparency & Compliance
Position: Senior Compliance Officer
Direct Hierarchy: Office Manager
Functional Hierarchy: Compliance Manager
Contract duration: One Year
Duty Station: Kampala-Uganda
Starting Date: November 2019
ACTED is an independent international, private, non-partisan and non-profit organization that operates according to principles of strict neutrality, political and religious impartiality, and non-discrimination.
ACTED was created in 1993 to support populations affected by the conflict in Afghanistan. Based in Paris, France, ACTED now operates in 38 countries worldwide. ACTED sectors of intervention include emergency relief, food security, health promotion, economic development, education & training, microfinance, local governance & institutional support, and cultural promotion. For more information, please visit our website at www.acted.org.
ACTED Uganda is looking for experienced self-driven and self-oriented professionals to fill the position of a Senior Compliance Officer based in Kampala-Uganda.
I. Main Objective
The Senior Compliance officer is responsible for the implementation of ACTED’s compliance process and follow up of the system and procedures; the 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. S/he is also responsible for management and oversee of FLATS/Compliance department and their achievements toward Country Coordination.
II. Duties and Responsibilities
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.
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 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.
· 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.
· Capacity building:
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;
· Reporting :
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.
III. Qualifications/Skills Required
o Bachelor Degree level education in Finance, Accounting or related field and/or equivalent
o Qualified and member of professional body such IIA, ACCA, ISACA or CPA, desirable
o 3 – 5+ years of solid experience in Similar role
o Knowledge of NGO donors and their financial reporting and auditing requirements
o Good analytical and reporting skills
o Deep and clear understanding of humanitarian principles and activities.
o Sound understanding/experience in the whole audit process phases.
o Excellent skills in Microsoft Word, Outlook, and Excel.
o Strong organizational skills and meticulous attention to detail.
o Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.
o Proven ability to work creatively and independently
o Excellent interpersonal and communication skills
o High level of integrity, transparency and honesty.
o Excellent computer skills with high proficiency in Microsoft excel
o Flexible, enthusiastic and a willingness to listen and learn from others.
I. Application Procedure
Qualified Uganda Nationals with the required skills are invited to submit their applications accompanied by detailed curriculum vitae and cover letter as a single document i.e. with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts to firstname.lastname@example.org and received on or before 5.00PM on 18th October 2019 with the subject line as;
APPLICATION FOR SENIOR COMPLIANCE OFFICER POSITION– UGANDA. Note that Applications sent without this exact subject line will not be shortlisted.
Please note that only the shortlisted candidates will be contacted.
ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent in connection with recruitments.
ACTED is committed to protecting beneficiaries within our programmes from exploitation and abuse and any kind of misconduct. ACTED has specific policies, including PSEA and Child Protection, which outlines the expected behaviour and the responsibility of all staff, beneficiaries, consultants and other stakeholders and has zero tolerance towards misconducts. Any candidate offered a job with ACTED will be expected to sign ACTED’s organizational Policies and Code of Conduct as an annex to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.
ACTED is an Equal Opportunity Employer.