Internal Control and Compliance Officer
The Jesuit Refugee Service (JRS) is a ministry of the Society of Jesus, incorporated as an international nongovernmental organization with a mission to accompany, serve, and advocate for the rights of refugees and forcibly displaced people. The organization was founded in November 1980 and now has a presence in 57 countries. JRS undertakes services at national and regional levels with the support and guidance of an international office (IO) in Rome. The style of JRS service is human and spiritual, working in situations of greatest need, seeking the long-term well-being of refugees and displaced people while not neglecting their immediate or urgent needs. The main services provided are in the fields of Education and Livelihoods, Reconciliation, MHPSS and Advocacy.
Reporting to the Country Director, the Internal Control and Compliance Officer will oversee the grants implementation processes at JRS Uganda ensuring that legal, internal control and compliance requirements are fully adhered to. Working in close collaboration with the Country Finance Office, Programmes Office, and the Senior Management Team:
The position will ensure that the JRS projects are implemented in compliance with the legal requirements, laws, policies, and regulations by advising the JRS Management and Programmes on the best practices, advises Management on possible risks occurrences in project implementation, and ensuring that projects are implemented using a regulatory framework.
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- Review accounting records for adequacy of documentation, safekeeping, and ease of availability; and conduct periodic visits to Project’s field offices to review accounting records and systems and make appropriate recommendations.
- Review the adequacy of and provide recommendations on internal control systems regarding procurement; management of supplies and equipment; fixed assets; fleet management; supply stores records; taxes (compliance with Uganda law and timeliness of payment); advances; cash and bank controls; information technology; participant training; human resources; travel and advances.
- Design and implement an appropriate monitoring tool and schedule to verify the accuracy and validity of planned payees and training participants.
- Prepare concise reports detailing findings, risks and recommendations for all internal audits carried out as well as follow up on the recommendations until they are resolved.
- Review existing JRS Uganda policies and procedures and if necessary to update as well as identify missing policies and procedures to be developed and implemented.
- Develop and operationalize risk and compliance assessment tools and facilitate the implementation across all project activities and the field offices.
- Conduct project reviews, compliance checks and present reports to the Country Programmes Officer and Country Director.
- Follow up of the resolutions of any identified compliance deficiencies and audit recommendations.
- Monitor non-compliance and escalate any issues to JRS management where non-compliance is not addressed.
- Review, report and advise on the degree of compliance exercised regarding JRS Uganda rules, regulations, and policies.
- Review existing templates and forms and if necessary to update as well as identify missing templates and forms.
- Plan and coordinate risk and compliance reviews at the country office to mitigate risk and ensure compliance with the Donor and Foundation laid down policies and procedures by establishing a country office risk & compliance management work plan and work with line managers to effect it.
- Develop an effective Compliance & Ethics training program, including appropriate introductory training for new employees as well as ongoing training for all employees and managers.
- Stay abreast of donor policies, procedures, rules and regulations, Uganda legal requirements, and inform JRS management of significant changes.
- Support Activity to maintain awareness and understanding of compliance by conducting ethics trainings for both new and old staff to ensure that a culture of compliance is established.
- Develop and regularly update a risk matrix; follow up on risk matrix findings to improve the control environment and reduce risks associated with the project Activity.
- Ensure that effective internal controls are in place to prevent and detect fraud, misappropriation of funds and assets, and misapplication of policies and procedures.
- Test whether the controls in place respond to the risks identified.
- Raise fraud awareness across the entire teams and projects, and the implementation of appropriate control measures.
- Participate in grants kick off meetings ensuring compliance issues are communicated.
Audit and Communication
- Support both internal and external audits with Country Finance Office to ensure timely responses to requests and update Management on issues raised by auditors during the audit.
- Ensure that recommendations from the external and internal audit reports are implemented in good time and if necessary, organize training to fill any gaps.
- Organize and conduct regular internal orientations to staff on policies e.g., fraud policy, whistle blower policy, conflict of interest and JRS rules and regulations as well as any policy changes/updates.
- Identify weaknesses, challenges and propose solutions to improve systems, processes, and finance/operations tools. Provide feedback, share best practices.
- Do timely office lead fraud and suspected fraud investigation in collaboration with all relevant stakeholders and submit report to management with recommendations for action.
- Develop a communication plan ensuring key information is shared with staff in a timely manner.
- Review financial reports according to donor’s policies and communicate if there are any discrepancies.
- Review budget versus actual monthly in coordination with finance and programs to ensure donor spending is on track.
- Flag any underspending and/or overspending of the grant to the program officer or project director and suggest solutions.
- Review supporting documentation quarterly to ensure the Country Office follows donor policies.
- Participate in awarding start kick-off meetings.
- Undertake other duties as needed to successfully implement and manage grants and compliance activities as delegated from time to time.
The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.
Qualifications and Experience:
- A university degree in accounting, finance or equivalent or a full Professional.
- Accounting qualification; ACCA, ICMA, CPA, CA, CIA, CFE or its equivalent.
- Knowledge of major donor regulations such as US Government, EU, and UN funding streams is a must. • Three (3) years of experience at a senior level
- Proficiency in Microsoft Office 365 required.
- Practical knowledge of financial systems, internal financial controls, audit & procedures, and staff management skills.
- Donor/Grant accounting experience within Consortiums and/or complex grants is preferred.
- Significant experience in using Financial Management Information Systems (Navision-Microsoft Dynamics, accounting package is an added advantage).
- Broad working knowledge of Budgeting and budgetary control, financial analysis, Donor financial accounting procedures, Operations of sub grant partners/community-based organizations, Accounting Procedures and Standards and Computerized Accounting Systems and Spreadsheet
- Excellent Report writing skills.
- Good problem-solver, analytical, creative, and innovative.
- Working knowledge of donor financial accounting procedures, GAAP, IAS/AFRS accounting requirements and budgeting, Tax laws and systems in Uganda.
- Excellent interpersonal skills.
- Excellent oral and written communication skills.
- Ability to interpret financial procedures and standards, put them in practice and influence others in their implementation.
- Strong analytical and planning skills.
- Ability to effectively present information and respond appropriately to questions from senior managers in the field, Country office, Central Government and Local Authorities.
- Excellent written and verbal communication skills in English are required.
Required Skills and Competencies
- Very good pastoral sense, listening abilities and inter-personal skills.
- Good understanding of and commitment to humanitarian relief work and international development.
- High degree of discretion, tact, and confidentiality in dealing with internal and external clients and stakeholders at all levels.
- Ability to positively influence others and successfully reconcile differences.
- Ability to work independently with minimal supervision.
- Ability to work in international settings and with various departments to implement successful approaches in Human Resources.
- A self-starter with a strong results orientation and with high levels of integrity, credibility, and dependability.
- An energetic team player who can effectively collaborate, and who can stand alone when necessary.
- Demonstrate ability to work and deliver under pressure and tight deadlines.
- Good computer skills, including competence in Excel and familiarity with other databases.
- Good organizational skills and ability to perform multifaceted tasks in addition to day-to-day activities.
- Good analytical skills and sound judgement.
- Successful experience in multicultural and challenging environments.
- Willingness to work and travel to refugee settings in challenging environments.
Required Core values.
- Good understanding of and compatibility with the values of JRS.
- Neutrality, confidentiality, and sensitivity in dealing with HR matters.
- Acceptance of diversity and inclusion.
How to Apply
- Written application explaining why you are interested in the above position and how you meet the qualities and qualification criteria.
- Attach a CV with maximum 3 pages. The CV should contain information about your qualifications, relevant trainings, work experience, names and contact details of three (3) professional referees.
- You must send your CV and application as a single pdf file.
- Applications should be sent online to Jesuit Refugee Service Uganda at email@example.com
Note: JRS has a Child Safeguarding (CS) Policy in place and expects all staff to read, sign and adhere to it.
Deadline: September 21, 2023
No late applications will be considered – Only shortlisted candidates will be contacted. JRS is an equal opportunity employer and has a non-discrimination policy in place.**