Deputy Transparency and Compliance Manager

ACTED — французька неурядова організація, заснована в 1993 році, яка підтримує вразливі верстви населення, які постраждали від гуманітарних криз у всьому світі. ACTED надає постійну підтримку вразливим громадам шляхом забезпечення стійкості післякризових заходів та готовності до довгострокових викликів, що стоять перед населенням, з метою подолання циклу бідності, сприяння розвитку та зменшення вразливості до катастроф. Наші співробітники завжди готові реагуванню в надзвичайні ситуації, підтримці та відновленню сталого розвитку через 450 проектів у 43 країнах.

OBJECTIVES

Ensure that all ACTED mission bases effectively and efficiently implement ACTED's policies, procedures, and internal controls, while ensuring compliance with donor rules and the laws and regulations of the country.

He/She provides support in the following areas:

1. Management of the Internal Audit Function:
    (i) Conduct, through a risk-based audit approach, the implementation of ACTED processes in the capital, regions, and with partners, in compliance with ACTED's procedural guides, specific donor procedures, best practices, and national legislation;
    (ii) Assist in the development and participate in the action plans validated by country coordination.
2. Preparation and Follow-up of External Audits and Due Diligence:
    Assist with the preparation and follow-up of donor external audits and due diligence processes.
3. Training, Lessons Learned, and Best Practices:
    Propose and provide training sessions to strengthen the compliance level of country teams and partners involved.
4. Propose Improvements to Current ACTED Processes:
    Suggest improvements to existing processes based on lessons learned and best practices.

FUNCTIONS 

Deputy Transparency and Compliance Manager is responsible for centralizing and anticipating the compliance activities in each area in line with the planned schedule and identified risks.

He/She is also directly responsible for compliance in each area where TCO is present, with the assistance of a compliance staff member, as well as in areas where no compliance staff are present.

1. Internal Audit and Compliance Management

1.1 Implement the approved country internal audit plan:
 Conduct and supervise internal audit missions through a risk-based approach.

• Prepare and review the terms of reference for internal audits, including planning audit missions and sample selection.
• Implement and/or support the execution of internal audits according to the approved internal audit plan and ACTED's internal audit methodology.
• Conduct a final review and consolidation of the working papers of the compliance team and other internal audit activities.
• Participate or take responsibility—at the request of the Country  TCIM—in preparing the internal audit report and submitting it to the HQ compliance team for validation.
• Participate in and supervise the process of presenting and following up on recommendations.
• Ensure the follow-up of recommendations and actively participate in their implementation.

1.2 Control the implementation of ACTED’s standard guidelines and FLAT system at the capital, field offices, and partner levels.

• In areas:
  • Select the monthly compliance sample.
  • Implement associated compliance tasks (including supply chain traceability, market studies, tender verifications, review of FLAT and program documentation, etc.)
  • Develop and share the lessons learned validated by the TCM from compliance reviews.
•  
  • Review and validate:
    • Monthly compliance samples.
    • Compliance tasks performed by the compliance staff in that area (including supply chain traceability, market studies, tender verifications, review of FLAT and program documentation, etc.)
    • Lessons learned from compliance reviews for sharing with the   Country  TCIM.
• Centralize the progress of reviews from all areas in the capital.
• Develop and consolidate the monthly compliance report and related annexes (MCR) before sharing them with the Country TCM.
• Mitigate risks by presenting and following up on the action plan (AUD 04B): After each internal audit and monthly, link with other departments in the capital and in areas without a TCO to share identified compliance issues and the AUD04B action plan.
• Ensure monthly follow-up with compliance focal points in the areas to ensure tasks are implemented in accordance with the compliance department's work plan.

1.3 Monitor compliance with the country's rules and regulations.

• Support, upon request, the national coordination, and/or the Country TCIM, and/or the HQ audit team in investigating cases.
• Monitor national and local legislation: in coordination with national HR, finance, and coordination teams, ensure compliance with national and local laws (tax exemptions, social security, labor law, etc.).

1.4 Provide support to mitigate identified high risks.

• Provide technical support to the finance, logistics, administration, audit, and program departments, and participate in implementing the action plan to mitigate identified risks in points 1.1, 1.2, and 1.3.
• Follow up and report to the Country TCIM on the evolution of "high-risk" issues and share challenges encountered by departments in implementing action plans.

2. External Audit: Prepare and follow up on external audits and due diligence

• Ensure the preparation of external audits and pre-audits in close collaboration with the Country TCIM, national coordination, field offices, and other relevant departments.
• Lead the preparation process for external audits, delegate tasks to team members, and ensure a proper review and consolidation of the results.
• Train implementing partners, if necessary, and country/field staff on external audit preparation.
• In coordination with the national finance team, contribute to managing the preparation of external audits related to partner expenditure, where applicable.
• Support the Country TCIM in facilitating and coordinating audits, organizing audit launch and closing meetings.
• Draft ACTED's responses to the audit report, get them validated by the Country TCM, then by the HQ audit department and relevant departments, and share them with the Country Management.
• Follow up on the receipt of the signed audit report.
• Update the tool tracking external audit recommendations and ensure their implementation.
• When relevant for a project or mission registration, provide technical support in selecting external audit firms.

3. Training Sessions / Lessons Learned / Best Practices

3.1 Capacity Building and Training:

• Provide practical training on specific ACTED procedures to other FLAT departments, based on risks identified during compliance reviews, internal and external audits.
• Provide training and capacity building for compliance team members to enhance technical skills and capabilities within the department.

3.2 Lessons Learned:

• Contribute to the proactive dissemination and use of knowledge gained through audit activities (internal and external audits) among international and national staff.
• Participate in project launch/closure and review meetings to share lessons learned from previous audits and highlight donor guidelines.

3.3 Process Improvement:

• Strengthen existing procedures and improve ACTED’s internal control quality based on international best practices, donor requirements, and internal and external audit results.
• Participate, upon request from the Country TCIM, in drafting specific policies.
• Participate, upon request from the Country TCIM, in process mapping and risk assessments.

4. Promote Transparency

• Minimize risks of fraud and corruption by ensuring adherence to ACTED FLAT procedures, ACTED’s Code of Conduct, and ACTED’s Anti-Fraud Policy.
• Actively promote ACTED's Anti-Fraud and Whistleblowing Policy in all ACTED offices within the country.

5. Team Management

• Review the quality of results from the compliance team in the sector and provide regular feedback.
• Participate in recruitment and organizing the T&C department across the entire mission.

Staff Management Responsibility:

  Deputy Compliance Manager is responsible for managing and overseeing the compliance Area staff, including staff  responsible for archive  in Kyiv . This includes ensuring the team's performance, providing guidance, training, and fostering a collaborative work environment to meet the department's objectives and goals.

6. Other

• Provide regular and timely updates on progress and challenges to the Country TCIM.
• Report to the Country TCM any issues that could impact ACTED’s finances and reputation.
• Perform any other related tasks assigned by the Country TCIM.

Увага!Згідно чинного законодавства, при працевлаштуванні військовозобов'язані громадяни України зобов'язані надати військово-облікові документи та оновити свої військово-облікові дані.

Attention!Per current legislation, individuals subject to military service duty must provide updated military registration documents while being employed.

Ми пропонуємо

• Офіційне працевлаштування;
• Регулярний перегляд зарплат;
• 28 календарних днів відпустки на рік;
• Дружня мультикультурна команда;
• Комфортний офіс у центральній частині міста;
• Кар'єрний ріст;
• Медичне страхування після випробувального терміну (3 місяці).

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“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.”