Compliance Assistant (Audit)

ABOUT ACTED PAKISTAN:

ACTED is a non-governmental organization with headquarters in Paris, founded in 1993. Independent, private, and not-for-profit, ACTED respects a strict political and religious impartiality and operates according to the principles of non-discrimination and transparency. ACTED has been present in Pakistan since 1993. ACTED Pakistan programs range from short-term emergency responses to recovery and rehabilitation, as well as longer-term development initiatives. ACTED strategy is to target vulnerable communities affected by natural and conflict-related disasters as well as lack of socio-economic development.

Assignment

In order to ensure accurate and complete documentation of all projects as per the FLA-01 Project FLAT Compliance folder Contents and FLA-02 FLAT Compliance Checklist. Assist Country Compliance Officer / Internal Auditor in preparation of Internal/external audits. Follow Up on procedures and systems of ACTED-Pakistan. The compliance Assistant will work under the direct supervision of Country Compliance Officer/ Internal Auditor.

Responsibilities:

• Update “FLA-01 Project FLAT Compliance folder Contents’’ on monthly basis and fulfill the contents in folder mentioned chapter-wise;
• Check and Update the on monthly basis the report “FLA-02 FLAT Compliance Checklist’’ for the relevance and compliance of documents in Project FLAT folders;
• Gather the documents needed for projects FLAT folders: link with country and Base Logistics for the delivery of documents, with Programme for the distribution of documents, and with Finance for the settlement of contracts;
• Assist Country FLAT Compliance Officer in communication with FLAT Team in Capital and all Bases in order to follow up the documents required in each project FLAT file;
• Ensure to Collect the List of Beneficiaries from Program Team at the end of Project.
• Compare the beneficiaries list with project final reports.
• Ensure with on time follow up that FLAT folders are arranged with all required contains, base wise/project wise;
• Keep the FLAT folders updated, and ensure that information on contracts is shared with FLAT team;
• Respect ACTED standard FLAT folder system;
• Arranged and duplicate FLAT folders and send to ACTED HQ on monthly basis;
• Check the consistency between the national project’s implementation and administrative documentation;
• Conduct the monthly physical count of all the assets and ensure that all the assets are properly coded with ACTED inventory numbers and share the finding with the Manager Audit
• Conduct the monthly physical count of all the inventory items and ensure that all the inventory are properly coded with ACTED inventory numbers and share the finding with the Manager Audit
• Conduct the physical count at a warehouse on a monthly basis and ensure that the all the procedures for managing the inventory are being followed and suggest the country office for improvement in the control.
• Ensure that file for each category to assets is being maintained as required by the SOPs.
• Surprise cash count at least once in a month and submit the result to the manager audit at country office.
• Conduct the quarterly market price survey of material services identified in the market  (Frequently procured items)
• Monthly basis check the log book of every vehicle and report the discrepancy (If any) to Country Audit Manager.
• Perform due diligences for all the potential partners. 
• Conduct the monthly review of Partners expenses on sample basis.
• Randomly check the personal file of employees to ensure its completeness.
• Review monthly HR documents and ensure that supporting documents are available. Facilitate Country T&C Manager for FLATS meetings.

Assistance during Internal Audit/External Audits:

External Audit:

• Assist Country Compliance Officer/Internal Auditor in preparing the documents for the External Auditors;
• Give support in rectifications of observations highlighted by Donor’ during their Financial Reviews/External Audits;
• Make sure the Standard FLAT documents are available any time for the audits/reviews both in HQ and Country Office;

Internal Audits:

• Support Internal Auditor while auditing the Finance, Logistics, HR and administration internally;
• Follow Up on the recommendations highlighted by Internal Auditor during the review of departments within ACTED-Pakistan;
• Any other duty entrusted by the Country Compliance Officer/Internal Auditor;

Reporting :

The compliance Assistant would be directly reporting to Country Compliance Officer. Report Monthly on the formats developed in FLAT Compliance Handbook. Report on the other Internal Audit tools developed by Internal Auditor. Report the updates of the Compliance situation for all projects during the country compliance meetings

Accountability to Communities and Beneficiaries

The staff member is responsible for ensuring that all relations with the communities we work are conducted in a respectful and consultative manner.  Due attention must be paid to ensuring that communities are adequately consulted and informed about ACTED programme objectives, activities, beneficiary selection criteria, and methodologies.  This is the responsibility of every ACTED staff member.

Note: “ACTED is committed to protecting beneficiaries and staff within our programs from sexual exploitation and abuse (SEA). ACTED has a Code of Conduct and organizational policies, which outline the expected behavior of all staff, consultants and other stakeholders and reminds ACTED’s zero-tolerance approach. Any candidate offered a job with ACTED will sign those documents as part of their work contract and is expected to abide by them.” “ACTED is commitment to zero tolerance to all forms of violence against children, beneficiaries, and staff. ACTED is equal opportunity ACTEDs. Females and minorities are encouraged to apply. Candidates with disabilities are encouraged to apply. Final selection will be based on the security clearance of the candidate.