Administration & HR
HR-N2
Version 01/2022

Job Description

Position Transparency and Compliance Assistant Starting Date ASAP
Duration 31 December 2024(Possibility to extend) Publication Date 05 September 2024
Location Cox’s Bazar Type of contract Full Time/contractual
Salary 40,000-43,000 BDT    
About ACTED

Created in 1993, ACTED is an international non-governmental organization pursuing a dual mandate of emergency response and development interventions in 40 of some of the world’s most vulnerable countries affected by conflicts, disasters, or socio-economic hardship. With a team of 7,000 national staff and 400 international staff, ACTED implements 500 projects a year to support more than 20 million beneficiaries, notably in hard-to-reach areas.
ACTED goes to the last mile through programs and approaches that look beyond the immediate emergency towards opportunities for longer-term livelihood reconstruction and sustainable development. Guided by the motto “Think Local, Act Global” and it’s 3Zero –Zero Exclusion, Zero Carbon, and Zero Poverty – strategy, ACTED puts local territories at the center and provides tailored support to local needs. More on www.acted.org
In Bangladesh, ACTED started its activities in 2017 in order to respond to the Rohingya Refugee Crisis in the sector of Site Management, Natural Resource Management, Community Based Protection,Information Management, Drain Monitoring & Intervention, Emergency Preparedness Response, & SuLMER & CDCS in the Camps of the Kutupalong-Balukhali Expansion Site, Cox’s Bazar. 
Code Of Conduct

All staff is required to abide by and observe:

  • NGO Child protection policy
  • NGO Code of conduct
  • NGO Anti-terrorism & Anti-Fraud policy
  • NGO Data Protection Policy
  • Non-discrimination policy
  • Transparency, integrity, and accountability
  • Goodwill and positive attitude in the accomplishment of his/her tasks
  • Cooperative attitude in interactions with NGO staff and the camp population
  • Promotion of and adherence to Prevention of Sexual Exploitation,Abuse and harrasement principles and guidelines
  • Confidentiality
Key roles and responsibilities

Scanning documents on cloud & SharePoint

  • Scanning documents on cloud & SharePoint
  • Internal audit: contribute to (i) ensure compliance with ACTED’s guidelines, specific donor guidelines, best practices and national regulations in the relevant country and (ii) develop and participate in action plans agreed with country coordination;
  • External audit: participate in donor external audits and due diligence preparation and follow-up;
  • Training, lessons learnt and best practices: provide training sessions to reinforce the compliance level of country teams and implementing partners and propose improvement to ACTED’s current procedures, based on lessons learnt and best practices;
  • Transparency: actively promote ACTED’s anti-fraud and whistle blowing policy;
  • Monthly Compliance Review: Conduct adopting a Risk Based Approach;
  • Communication: Facilitate internal coordination and communication

1. Internal Audit function

1.1. Participate in the implementation of the approved national internal audit plan: conduct internal audit missions through a risk management approach

  • Implement and update country audit plan;
  • Conduct internal audit missions according to country audit plan and ACTED internal audit methodology;
  • Conduct due diligence of implementing partners if necessary;
  • Draft action plan discussing main findings and recommendations and suggesting measures for risk mitigation (AUD04B);
  • Draft audit reports and send to HQ for approval (AUD04A); and
  • Follow up on and participate in implementation of recommendations.

1.2. Implementation of the ACTED standard guidelines and FLAT System at the capital, area and partner’s levels: contribute to:

  • Control monthly flow of documentation to Capital office. Review compliance level of documentation on a random basis;
  • Compile, file and check all project related financial, logistics, administrative, HR, and programme information (hard & soft copies) in the designated project folder on a monthly basis (FLA01; FLA03);
  • Identify compliance issues by filling the compliance checklists (FLA02);
  • Follow up on the audit action plan (AUD04B); and
  • Draft Monthly Compliance Report (FLA04) and Audit TITANIC. Obtain coordination approval and send it to HQ.

1.3. When required, contribute to controlling the compliance with country rules and regulations. Upon request of Coordination and in link with the Country Transparency & Compliance Officer & Country Finance Manager:

  • Support in litigation follow-up;
  • Support National and local legislation follow-up (tax exemption, social security, labour law etc.); and
  • Ensure ACTED compliance with tax laws and that tax/VAT exemptions are requested in a timely manner.

1.4. Provide support to mitigate the high risks identified

  • Provide technical support to the Finance, Logistics, Admin and Programme departments and participate in the action plan implementation to mitigate the risks identified in 1.1, 1.2 and 1.3 upon request of the Country Director, line manager and / or Audit HQ.

2. External audit : contribute to the external audit and the due diligences preparation and follow up

  • Participate in the preparation of external audits and due diligences in close collaboration with the HQ Audit Department, the Country Finance Manager and the Country Director;
  • Draft of the External Audit preparation (AUD-01) and update the Project, FLAT & External Audit Follow-up (FLA-03);
  • Contribute to train the implementing partners /country staff/area staff on external audit preparation;
  • Contribute to managing external audit preparation related to Implementing Partners expenses;
  • Contribute, in close collaboration with the Country Director, line manager and the Country Finance Manager, to facilitate and coordinate the audit and organize the kick-off and close-out meetings of each external audit;
  • Assit drafting ACTED Management responses to the audit report to be reviewed by the HQ Audit Department. Follow-up the reception of the signed audit report;
  • Update the External Audit Recommendations follow up (AUD-02) and ensure the implementation of the recommendations from external audits; and
  • When relevant to a project or mission registration, provide technical support to select external audit companies.

3. Training sessions / lessons learn / best practices
3.1. Capacity building and training

  • Provide practical training on specific areas of ACTED procedure.

3.2. Lessons learnt

  • Contribute to proactive dissemination and use of knowledge gained through audit activities (internal and external audits) among international and national staff; and
  • Participate in kick-off /closure meetings to share lessons learnt from previous audit and highlight donor guidelines.

3.3. Process improvement

  • Reinforce current procedures and the quality of ACTED internal controls, based on international best practices, donors’ requirements and results of internal & external audits; and
  • Upon request of Country Director, line manager or Audit HQ, participate to the drafting of specific policies.

4. Transparency

  • Participate in minimizing risk of fraud and corruption by ensuring adherence to ACTED FLATS procedures, ACTED Code of Conduct and ACTED Anti-Fraud Policy;
  • Upon request of the Country Director/ line manager and/or the Audit HQ, participate in fraud investigations;
  • Upon request of the Country Director/ line manager update the Fraud Register; and
  • Actively promote ACTED’s anti-fraud and whistle blowing policy within all ACTED offices in country.

5. Other

  • Provide regular and timely updates on progress and challenges to line manager;
  • Warn the line manager in case some major problems arise with a potential financial or reputational impact on the mission; and
  • Perform any other related activities as assigned by the line manager. 
Required qualifications and technical expertise

The candidate must have the following educational degree

  • Bachelor’s Degree in Finance, Economics, Law, and Business Studies.
  • Previous audit and scanning experience will be preferable.
Selection Criteria
  • Fluence in written and spoken English & Bangla.
  • interpersonal skills and ability to effectively communicate with both field teams, local authorities, and local communities
  • Flexibility and adaptability are essential, as well as the ability to plan, take initiative and organize work independently.
  • Positive attitude and a willingness to learn
  • Comfortable working in refugee camp settings and spending majority of time in the field
  • Comfortable working in a cross-cultural environment

 
How to apply

The application form must be submitted in English, with a CV, a cover letter, and application form. The application form is available here. (Download the form and attach with e-mail)

Please send your application by 14 September 2024 to the following addresses:

by e-mail: bangladesh.jobs@acted.org 

Please write in the subject line of your application “Application for Transparency and Compliance Assistant”. To ensure your application in our recruitment process, kindly remember to include the specified subject line in your email. Ensure a working phone number/email address is included in the application. Shortlisted candidates will be notified by phone. Please be aware that the application material is not returnable.

Acted does not charge money or any kind of fee at any stage of the recruitment process.

Ethnic Groups, PWSN & Female candidates are strongly encouraged to apply