Duties and Responsibilities
1.Control of the FLATS and program compliance process
The T&C Assistant must know how to look for (and eventually know) ACTED's policies and procedures and ensure that they are properly implemented throughout his/her bases. 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 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 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) •Ensure the implementation of compliance tasks associated with expenditure (including supply chain traceability, market survey, review of FLATS and program documentation, etc.) •Produce the relevant ad-hoc spotchecks for the base FLATS and program departments. •Analyze the results of compliance reviews 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; •At the request of his/her direct supervisor or the T&CM, participate in partner due diligences and in monitoring the implementation of risk reduction plans.
2.Preparing, carrying out and monitoring external audits
The 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: •Help to 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 audits
The 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 by the T&CM. S/he must follow the instructions and guidelines given by his/her direct supervisor: •Participating 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) and the ACTED internal audit methodology (by completing the internal audit checklists and documenting each review using the associated testing files or by developing them); •Draft 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 and T&CM, before sharing it with the departments concerned. •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. •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 progress and challenges to the direct line manager. •Carry out any other tasks requested by his/her direct supervisor or the TCM. |
Duties and Responsibilities
1.Control of the FLATS and program compliance process
The T&C Assistant must know how to look for (and eventually know) ACTED's policies and procedures and ensure that they are properly implemented throughout his/her bases. 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 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 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) •Ensure the implementation of compliance tasks associated with expenditure (including supply chain traceability, market survey, review of FLATS and program documentation, etc.) •Produce the relevant ad-hoc spotchecks for the base FLATS and program departments. •Analyze the results of compliance reviews 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; •At the request of his/her direct supervisor or the T&CM, participate in partner due diligences and in monitoring the implementation of risk reduction plans.
2.Preparing, carrying out and monitoring external audits
The 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: •Help to 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 audits
The 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 by the T&CM. S/he must follow the instructions and guidelines given by his/her direct supervisor: •Participating 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) and the ACTED internal audit methodology (by completing the internal audit checklists and documenting each review using the associated testing files or by developing them); •Draft 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 and T&CM, before sharing it with the departments concerned. •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. •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 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 contributions to ToRs and good quality internal audit reports
Essential Qualifications:
Preferred Qualifications:
Preferably female. |
The To apply for this opportunity, you are kindly requested to read the following points:
1- Read the job description carefully.
2- You may need to create a mail account.
3- Fill in the job application form through the following link:
https://forms.office.com/e/scMnjWzSV2
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