Area Compliance Assistant / Azzaz

About ACTED

ACTED is 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 endeavours 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. The commitment of ACTED and that if our teams is guided by 4 core values:

1. Responsibility: we ensure the efficient and responsible delivery of humanitarian aid with the means and the resources that have been entrusted to us.
2. Impact: we are committed to having the most sustainable impact for the communities and the people with whom we engage.
3. Enterprising-spirit: we are enterprising and engage in our work with a spirit that creates value and overcomes challenges.
4. Inspiration: we strive to inspire all those around us through our vision, values, approaches, choices, practice, actions, and advocacy.

Greening strategy:

ACTED’s greening strategy aims to tackle environmental degradation and climate change while meeting the needs of the most vulnerable who are often those most affected by the deepening environmental crisis. Each ACTED employee will adhere to these principles through key green programming responsibilities:

• Contribute towards the adherence and development of the greening strategy plan.
• Explore innovative green programming opportunities and/or solutions within your realm of responsibilities and roles
• Encouraging and promoting environmental safeguarding processes and environmental programming standards in accordance with SOPs and technical guideline notes

ACTED PSEAH Policy:

The Protection Project Assistant-CCCM has the responsibility to adhere to the PSEAH Policy (Protection against Sexual Exploitation, Abuse and Harassment). The Protection Project Assistant-CCCM has the obligation to complete all mandatory trainings related to the Code of Conduct and the PSEA policy and report any safeguarding concern such as breaches of organisational policies or codes of conduct according to ACTED’s procedures. Protection Project Assistant-CCCM carries out work duties in a way that does not harm children, vulnerable adults or other staff or volunteers.

Location:

Aleppo – Azzaz

Job Purpose

ACTED is committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-reading 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 gro6h; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. The commitment of ACTED and that if our teams is guided by 4 core values:

1. Responsibility: we ensure the efficient and responsible delivery of humanitarian aid with the means and the resources that have been entrusted to us.
2. Impact: we are committed to having the most sustainable impact for the communities and the people with whom we engage.
3. Enterprising spirit: we are enterprising and engage in our work with a spirit that creates value and overcomes challenges.
4. Inspiration: we strive to inspire all those around us through our vision, values, Approaches, choices, practice, actions and advocacy.

Chain of Command

Under the authority of:

Under the technical supervision of Sr. Compliance and transparency Officer / Compliance and transparency Officer / Area Compliance Manager

Line Management:

Under the administrative supervision of the Area Coordinator.

Working Relations

Internal:

-Interaction with all the Departments (Coordination, Finance, Logistics, Administration, Audit, Security, Programme, and Grant Management)

-Capital Compliance Management team

External: N/A

Objectives

The compliance assistant is responsible for the implementation of ACTED’’s compliance process and follow up of the system and procedures; the compliance assistant will follow with direct collaboration of FLATS (Finance, Logistic, HR & Admin, Transparency and Security) to set up a proper and regular follow up of ACTED FLATS & compliance system

Duties and Responsibilities

• Responsible for the compliance & transparency with ACTED’s policies & procedures:

• Use compliance tools and check lists to perform detailed reviews of the selected sample provided by compliance management on monthly basis
• Review of program documentation on a sample selection shared by compliance management on monthly basis
• Participate to supply chain traceability reviews on bi-monthly basis or in accordance with the approved compliance department work plan and compliance management instructions
• Participate in conducting the market survey exercise on bi-monthly basis or in accordance with the approved compliance department work plan and compliance management instructions
• conduct Field tender verification activities as per coordination request (Taking Photos, visit the area in the field) if applicable
• Ensure and participate to the process of document transportation from the field offices to the capital offices in accordance with the approved mission procedures
• Monthly Programme docs review
• Perform field visits and spot-checks on program activities as instructed by compliance management
• Participate to quarterly scheduled spot-checks as per the annual internal audit plan and instructions provided by the compliance management

External Audit Preparation

• Participate to the preparation of external audits in close collaboration with the Sr. Compliance Officer & Capital Compliance Team
• Collect, review and scan supporting documentation requested for external audit preparation in a timely manner and as per the instructions of compliance management
• Follow up with the relevant department focal points in order to ensure and facilitate corrections on issues noted during external audit preparation reviews

Internal Audit Preparation

• Contribute to internal audit tasks according to agreed and planned schedule and written terms of reference and as instructed by compliance management:
• FLATS process audit: Audit for FLATS department conducted and supervised by Sr.Compliance Officer/Compliance Officer
• Support on the program audit done by the FLATS team in the bases in terms of collection and review of documentation
• Collect, review, and scan any documentation requested by the lead auditor when necessary
• Perform field visits and spot-checks on program activities if requested by compliance management
• Collect, review, and scan any documentation requested by the lead auditor when necessary

REPORTING:

• Contribute to the preparation of the Monthly Compliance Report
• Provide regular and timely updates on progress and challenges to immediate supervisor

OTHERS:

• Promote transparency and accountability.
• Assist in providing training upon request or when identifying a gap in implementation/knowledge of ACTED’s procedures and based on the request of immediate supervisor
• Perform any other related activities as assigned by immediate supervisor.

Key Performance Indicators

Example, the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targets

• % of samples correctly reviewed on monthly basis
• % of tasks completed in a timely manner on monthly basis;
• % success rate of Compliance checklist.
• % of Compliance Checklists, for MCR and Internal Audit submitted in a timely manner;
• % of reports submitted in a timely manner (Market Survey, Assets checks, warehouse checks,ETC);

QUALIFICATIONS

• Resident of North Aleppo and has valid ID from the Area
• Associate degree is essential, Bachelor’s degree or higher will be an advantage in related field such as Accounting, Finance, Business Administration, or other educational background combined with relevant professional experience
• Working Knowledge of English and Arabic (written and spoken);
• Excellent writing and communication skills;
• Preferable to have related experience under the same title or equivalent.
• Familiar with Supply chain/Finance/Admin/Logistics documentation.
• Have at least 1 year working experience with INGOs, with a background of successfully performing compliance or relevant roles. (Audit, finance, Logistics, HR, etc..)
• Ability to work under pressure in a high-pace environment;
• Good organisational and prioritisation skills;
• Very Good knowledge of Microsoft office applications.
• Strong interpersonal and analytical skills.
• Female applicants are highly encouraged to apply