Job Purpose

The 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 bases

S/he also provides support for external donor audits in their preparation.

S/he must comply with and ensure compliance with the code of conduct.

Objectives

Based 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 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.

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 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:

·      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. 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)

*Acted's proposed monthly salary: 745 JOD's

Skills

QUALIFICATIONS

• Diploma in Audit, Finance, International Relations, Law or in relation with the position.
• Strong negotiation and interpersonal skills, and organizational terms.
• Demonstrate flexibility, dynamism, and autonomy.
• Ability to work well and under pressure.
• Good communication and writing skills in English is a plus
• Good analytical skills