Compliance Officer – ACTED Uganda

Department: Transparency & Compliance

Position: Compliance Officer

Line Manager: Country Transparency & Compliance Manager

Duty Station: Kampala-Uganda

Contract Type: Fixed Term

Starting Date: May 2021

ACTED is an independent international, private, non-partisan and non-profit organization that operates according to principles of strict neutrality, political and religious impartiality, and non-discrimination.

ACTED was created in 1993 to support populations affected by the conflict in Afghanistan. Based in Paris, France, ACTED now operates in 38 countries worldwide. ACTED sectors of intervention include emergency relief, food security, health promotion, economic development, education & training, microfinance, local governance & institutional support, and cultural promotion. For more information, please visit our website at www.acted.org

ACTED Uganda is looking for experienced self-driven and self-oriented professionals to fill the position of a Compliance Officer based in Kampala-Uganda.

I. Main objective:

The Compliance Officer is responsible for the implementation of ACTED’s compliance process and follow-up of the system and procedure; you will follow with direct collaboration of FLAT (Finance, Logistics, HR & Administration and Transparency) to set up a proper and regular follow up of ACTED FLAT & Compliance system. You are also responsible for management and oversee of FLATS/Compliance Department and their achievements toward Country Coordination.

II. Specific Duties and Responsibilities:

1. Supervise the whole FLAT Process:

• Compile and file all project related financial, logistics, administrative, and programme information in the designated project Compliance folder. During this time the Transparency & Compliance Officer 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 transfer of the project(s) Compliance documentation to the capital office;

• Follow-up of the Compliance process at Implementing Partner level by ensuring the regular transfer of the 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.

2. External Audit Responsibilities

• Prepare for external audit for field, capital and HQ audits.
• Contribute, in line with the Country Finance Manager in managing external audit preparation related to implementing partners’ expenses.
• In close relation with Country Transparency & Compliance Manager facilitate and coordinate the audit, organize the kickoff and close out meetings of each external audit.
• Draft ACTED management responses to the audit report to be reviewed by Country Transparency & Compliance Manager and approved by Country Director first and then by the HQ Audit Department. Follow up the reception of the signed audit report.
• 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.

3. 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.
• 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). 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. The Compliance Officer should ensure that he/she can provide evidence of the source of the market information and then accurately demonstrates the correlation by a reference to the specific transaction (payment voucher references). This table will be part of the Monthly Compliance Report annexes.
• Comply with the Transparency & Compliance Department Code of conduct.

4. Reporting:

• Prepare 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 Coordination Office. The Compliance report is both a narrative report and includes annexes with specific analytical information and should be submitted to both the Area Coordinator and Country Transparency & Compliance Manager.
• Facilitate the preparation for country external audits and regularly update the Area Coordinator and the Country Transparency & Compliance Manager of the progress through the relevant follow-up memo;
• Report the updates of the Compliance situation for all projects during the country compliance meetings.
• Perform any other duties as may be assigned by Country Transparency & Compliance Manager or Country Coordination.

III. Protection Mainstreaming:

• Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labors etc.)

IV. Qualifications/Skills Required:

• Bachelors degree in Finance, Accounting, Statistics, Economics, and Management or equivalent.
• At least 4 years’ relevant experience in Compliance practice in INGOs operations.
• Excellent communication, organization and presentation skills.
• Computer literate and with excellent IT Knowledge.
• Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
• Ability to work efficiently under a tasking and demanding environment
• Regional experience is an asset
• Fluent in oral and written English