Compliance Officer

Vacancy announcement

Position

Compliance Officer

Starting date

ASAP

Location

Kampala

Type of contract

Fixed term

About ACTED

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential.

We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard-to-reach areas. With a team of 5,900 national staff and 400 international staff, ACTED is active in 38 countries and implements.

more than500 projects a year reaching over 20 million beneficiaries. More on www.acted.org.

Key roles and responsibilities

I. Main objective:

The Compliance Officer is responsible for the implementation of ACTED’s compliance processes and follow-up of systems and procedures; s/he will ensure direct collaboration of FLATs (Finance, Logistics, HR & Administration and Transparency) to set up a proper and regular follow up of ACTED FLAT & Compliance system. S/he will also be responsible for management and overseeing of FLATS/Compliance Department and its contribution toward Country Coordination. He/she will be responsible for ensure ACTED Uganda compliance with all statutory requirements.

II. Function:

1. Internal Audit function

Participate in the implementation of the approved national internal audit plan: conduct internal audit missions through a risk management approach.

• Audit Plan: participate in the implementation of the country audit plan.
• Conduct country Internal audit missions: conduct country/area audit missions according to the Country Audit Plan and the Acted internal audit methodology and draft the audit reports (AUD-04A) for the review by the Country Transparency and Compliance Manager before sending to the Audit Unit HQ for approval.
• Ensure the recommendation follow-up and actively participate in their implementation.

Control the implementation of the Acted standard guidelines and FLAT System at the capital, area and partner’s levels

• Control the monthly flow of documentation from the Areas and Partners to the Capital office;
• Review documentation compliance level on a random basis ;
• Identify the compliance issues by filling the compliance checklists (FLA 02);
• Link with the other departments, share the compliance issues identified and the action plan to mitigate the risk.
• Follow-up of the action plan (AUD 04B).
• Contributes to the preparation of the MCR with the Compliance Manager

1. Supervise FLAT Process:

• Follow-up on the compliance processes at base level by ensuring the regular transfer of project(s) Compliance documentation to the capital office;
• Follow-up on the compliance processes at Implementing Partner level by ensuring the regular transfer of project(s) Compliance documentation to ACTED’s capital office;
• Facilitate the country compliance review and ensure the accurate documentation of costs/expenses allocations within the documentation;
• Submit the completed and reviewed check lists (FLA-02) to the Country Transparency & Compliance Manager for his/her review and approval.

1. External/Internal Audit Responsibilities

• Prepare for HQ audits, external audits at field, and capital offices.
• Support the Country Finance Manager in managing external/internal audit preparation related to implementing partners’ expenses.
• In close relation with Country Transparency & Compliance Manager facilitate and coordinate audits, organize the kickoff and close out meetings of external audits.
• Draft ACTED management responses to the audit report to be reviewed by Country Transparency & Compliance Manager and approved by Area Coordinator/Country Director and then by the HQ Audit Department. Follow up the reception of the signed audit reports.
• Ensure the update of the External Audit Recommendations Follow up (AUD-02) and ensure implementation of the recommendations from external audits.
• When relevant to a project or mission registration, provide technical support to select external audit companies.

1. Contribute to ACTED Compliance and Accountability:

• Lead monthly FLATS meeting for Uganda Mission , update issues tracker and ensure prompt close-out of identified compliance issues
• Lead on roll-out of digitalization approach for Uganda mission.
• Provide timely supplementary quality control of the compliance documentation by checking the accuracy and consistency of the information between the related documents and report discrepancies immediately to the department concerned for corrective action.
• 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.
• Facilitate and report compliance of all audit recommendations/action plans under the authority of the Country Transparency & Compliance Manager and provide accurate feedback immediately;
• Conduct a monthly market-price survey of the materials/services identified in the current country market basket (frequently procured items/services).
• Prepare and submit monthly compliance report to Country Compliance Manager.

1. Ensure compliance with statutory requirements

• Review monthly/annual filing of PAYE, NSSF/NSI, WHT, Income Tax, Local Service Tax and any other statutory deductions for compliance with Ugandan and law
• Ensure on time and accurate filing of all required documentation to relevant local authorities in line with Ugandan law
• Support HR department to ensure ACTED Uganda HR policies carried out in line with relevant law
• Update Finance, HR, Logs and Coordination on changes to relevant laws and advise on policy updates required to maintain compliance.

1. Protection Mainstreaming:

• Focal point for Prevention of Sexual Exploitation and Abuse policy, training and follow-up of complaints for Uganda mission

  Required qualifications and technical competencies

• Bachelor’s Degree in any Finance and accounting, law, business administration or any related course.

• Any other training in compliance management from recognized institutions is an added advantage.

• A minimum of 3yrs experience as a compliance officer in any big, reorganized institutions preferably NGOs

• Support in internal and external audits.

• Number of training and drills conducted

• Technically proficient with Excel or other databases

• Technically proficient with Word / PowerPoint or other

• Proficient in English . (Reading, writing and speaking)