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ASSIGNMENT
In order to ensure accurate and complete documentations of all projects as per the Project checklist FLAT(Finance, Logistic, Admin, Transparency) Compliance folder Content. Assist Country Audit / Compliance Manager in preparation and completion of Projects FLAT (Finance, Logistic, Admin, Transparency) folders. Follow Up on procedures and filing systems of ACTED-Pakistan. Audit / Compliance Assistant will work under the direct supervision of Country Audit & Compliance Manager.
RESPONSIBILITIES
1. Supervise the whole FLAT process :
• Support the FLAT manager in compiling and filing all project related financial, logistics, administrative, and programme information in the designated project Compliance folder. During this time it should ensure that all Compliance folders are duplicated (photocopied) regularly with any arrival of a new document;
• Follow-up of the Compliance process at base level by ensuring the regular (fortnightly) transfer of the project(s) Compliance documentation to the capital office;
• At the end of the project, ensure the centralization of all Compliance folders at the Capital office;
• Facilitate the country Compliance review process once the project has been terminated and ensure the accurate documentation of costs/expenses allocations within the documentation;
• Submit the completed Compliance folder (final version) to Coordination once the Compliance review process has been completed and ensure that the Compliance folder is securely archived.
• Review of FLAT checklist at field level and random compliance checks (in coordination with country compliance team)
• Support on external audit when requested by country audit team
• Have to ensure that all the documents mentioned in FLAT checklist are actually available at field
2. Contribute to ACTED compliance and accountability:
• 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;
• Facilitate and report compliance of all audit recommendations/action plans under the authority of the Country Director/ Country Audit & Compliance Manager and provide accurate feedback immediately;
• Conduct a quarterly market-price survey of the materials/services identified the current country market basket (frequently procured items/services). The data gathered should then be tabulated against the actual prices paid by ACTED in the transactions incurred during that month. The actual pricing should be retrieved from the contracts or payment vouchers filed in the Compliance folders.
• Comply with the Audit Department Code of conduct.
3. Ensure the external audit preparation
• Facilitate the preparation for external audits conducted by our donors or by external audit firms.
• Regularly update the Country Director, the Regional Audit Manager and the Audit Manager of the progress through the relevant follow-up memo;
4. Reporting :
• Support the FLAT compliance officer in preparing a Monthly Compliance Report giving as much detail as possible for all existing projects that are ongoing and completed but are yet to be reviewed and submitted to the HQ. The Compliance report is both a narrative report and includes annexes with specific analytical information and should be submitted to both the country director and the regional audit team;
Report the updates of the Compliance situation for all projects during the country compliance meetings.
Job Details
| Date Posted: | 2016-05-24 |
| Job Location: | Jordan |
| Job Role: | Accounting/Banking/Finance |
| Company Industry: | Community/Social Services/and Nonprofit |
| Monthly Salary: | US $1,500 |
Preferred Candidate
| Career Level: | Mid Career |
| Nationality: | Jordan |
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