The main objective of this position is to ensure within his/her function that AAH internal processes and activities are fully compliant with AAH Spain and its Donors’ rules and regulations as well with the local legislation through identifying non-compliance with the organization’s procedures and proposing corrective measures in whatever functional area these may be required.
Objective 1: To ensure compliance with Action against Hunger and donor procedures.
- 1- To raise awareness on the importance of complying with regulations and procedures and disseminate a culture of compliance in the mission.
- 2- To assume an active and proactive role in risk management and to act in advance in case of a possible risky event.
- 3- To provide key compliance updates per donor contract to all departments
- 4- To take an active role in projects Kick-off meetings and present a summary of donor guidelines related to the project and brief the team on any updates.
- 5- To scrutinize supporting documentation and question the validity of information.
- 6- Review correct implementation of HR, LOG, FIN, TEC archive procedures.
Objective 2: To manage and follow up external and internal audits
- 1- Lead the audit process from contracting with the audit firm till receiving the final audit report.
- 2- Ensure all the supporting documents are prepared and reviewed as per the request of external and internal auditors.
- 3- Follow up on any missing/non eligible documents with the relevant department.
- 4- Organizing the external auditors work on site (in AAH offices) and the hirings of audit firms.
- 5- To support other departments by sharing and discussing internal compliance data and auditors’ findings and recommendation to improve the internal control.
- 6- To follow up and ensure that audits and spotchecks findings and any donor’s recommendations are solved to avoid them in future audits.
- 7- To ensure that complete, accurate, and timely audit information is reported to Mission Management and/or HQ compliance coordinator
Objective 3: To identify and prevent potential sources of corruption and fraud.
- 1- To maintain a healthy level of professional skepticism in the mission.
- 2- To further strengthen transparency and fraud/corruption prevention measures.
- 3- To provide a more difficult environment to commit fraud by conducting periodically surprising visits to the bases to make sure that there is no over-riding of existing internal controls and procedures, and that the proper authorizations are in place.
- 4- To perform periodic internal audits on a random base. The internal audit may include: - Check of payments and supporting documents - Surprising cash count - Activity implementation - Field visits
- 5- Analyze and validate existing control measures used to prevent fraud and corruption schemes. Identify and propose new measures.
- 6- To attend tender opening sessions from time to time to insure transparency and adherence to the procedures.
Objective 4: Follow up with the local partners reporting and compliance
- 1- Review local partners supporting documents for the reported expenses on a monthly basis.
- 2- Ensure that all the supporting documents provided are following AAH and donors’ regulations.
- 3- Provide the feedback and recommendations on missing (not aligned) documents to the local partners.
- 4- Follow up related audit findings and recommendations with the local partners and related departments in the mission
Objective 5: General Department Tasks
- 1- Supervise the tasks of Archiving/Compliance Assistant in the department.
- 2- Any other related tasks as assigned by the management.
- 3- To provide advice and assistance to other departments when needed