Risk & Compliance Officer NGO Job Farm Africa

NGO Jobs. Farm Africa Jobs

Key Areas of Responsibilities

Donor, Statutory and Organizational Compliance

• Make regular follow-ups on changes in donor rules and regulations and advise the Programme Manager and Project Finance Managers on necessary compliance/adaptability mechanism with the financial processes.
• Ensure that the financial transactions are processed in line with the most up-to-date local laws.
• Report to Programme Manager whether statutory obligations are settled within due dates and any compliance risks for failure on timely payment/s.
• Ensure the partner allocations are done in accordance with the contracts and donor guidelines.
• Review the in-country Finance, HR, and other manuals and advise the Programmes Managers and respective departments on any necessary changes, as appropriate.
• Check implementation of country-specific policies such as authorization limits, cash holding limits, cash movements, staff work advance payments, use of bank payment instruments, etc.
• Maintain and keep track of donor fund requests including preparation of fund requests to donors as per the timelines.
• Liaise with the Finance and Program Managers in ensuring timely submission of donor and organizational reports.
• Liaise with the Programme Finance Managers and field team in ensuring government reports are submitted timely.
• Liaise with respective Programme Finance Managers to ensure all grant files are stored both in soft and hard copies as per Farm Africa’s standard grant filing system.
• Focal person for facilitating all system reviews and due diligence exercises by donors.
• Perform risk assessment with regard to partners’ financial compliance and report timely on the outcomes.
• Perform regular partner support visits and maintain issues log to make follow-ups on issues identified during the visit; and share the agreed action points with all concerned copying the Programme Manager.

Compliance and Audits

• Regularly, using sampling techniques, review financial documents and check compliance with the applicable donor and statutory guidelines.
• Maintain ‘Audit Control’ file up to date with all the necessary internal and external policies and procedures, including but not limited to delegation of authorities, exceptions, SMT memos, special approvals, and others.
• Facilitate annual statutory, donor, and internal audits and address all the comments liaising with the finance team and Programme Manager.
• Maintain issues log and tracking sheets based on audit Terms of Reference (ToRs) and findings to follow up action points with all concerned as per the agreed deadlines.
• Regular review of vehicle logbooks, inventory records, distribution lists and report on findings to the relevant departments.
• Regular review of staff files such as staff contract files, timesheets, payroll, etc., and report on findings to all concerned.
• Regular review of programme HR files documents such as staff contract files, timesheets, and payroll and report on findings.
• Review the risk matrix and advise on relevant mitigation measures.
• Ensure Farm Africa’s anti-fraud policies are adhered to all the time.

Financial System; Budget & Financial Reporting and Finance Documentation

• Liaise with the Finance Managers to ensure that appropriate financial systems and controls are in place to minimize risk.
• Check that management responses to audits performed are communicated on time and that audit recommendations are implemented.
• Participate, when necessary, in reviewing donor budgets and final financial reports before submission to the UK office for further reviews. This includes compliance checks for formats used, eligibility, additional documentation required, risk analysis, and reconciliation of facts and figures between the budgets/reports and project proposals/narrative reports.
• Maintain bank signatory list and update the bank accounts status in the tracking sheet.
• Ensure that bank signatories leaving FA are removed and new ones are added in the bank system timely and seek written confirmation from the banks for the list of active signatories at least on a calendar quarter basis.
• Lead on the full process assessment for potential Partners including capacity building plan (on finance components) where required and ensure that the plan is implemented.
• Facilitate timely processing of payments for all partners following the right procedures and securing approval as per Delegation of Authority including reconciliation of partners’ advances.

Training on Risk and Compliance

• Provide compliance orientation to budget-holders, which will enable them in making informed decisions in compliance with applicable laws.
• Organize trainings and workshops to the Programme team on donor rules and regulations and any new government policies and directives.

Other Duties

• Representative in relevant special task forces and committees.
• Undertake any other relevant duties as may reasonably be assigned by the line manager.
• These essential functions are not to be interpreted as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. All work responsibilities are subject to having performance goals and/or targets established.

Person Specification

Essential

Education & Qualifications

• BA in the area of finance/accounting, Law and related fields.
• Excellent communication skills in English language (both written and verbal).
• A sound understanding of administration procedures
• Good understanding and firm belief in gender equality.

Experience

• Minimum of 5 years similar experience in NGOs.

Skills & Abilities

• Computer Literate
• Working under pressure and meeting tight deadlines
• Strategic and analytical thinking ability

Desirable

• Risk certification or equivalent professional qualification
• INGO experience is more preferable

How to Apply

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