Country: Democratic Republic of the Congo
Closing date: 15 Jun 2017
JOB TITLE: Technical Advisor Compliance & Risk Management
DEPARTMENT: Central Africa Regional Office
BAND: D
FLSA: Exempt
LOCATION: TBD
REPORTS TO: Deputy Regional Director/Management Quality
Job Summary: The TA Compliance & Risk Management assists the regional and country level management to analyze, develop and implement systems which allow the agency to increase operational efficiency and promote a competitive niche in different operational areas within an environment of Compliance and adequate Risk Management. Support is provided to the Region and Country Programs in developing a Culture of Compliance and Risk Management, as well as the capacity to proactively manage risk and be compliant with agency and donor policies and standards. The position will also be instrumental in regional and country-level capacity-building in identification, assessment and management of all categories of risk (apart from Safety & Security Risks) identified in CRS’ Internal Control Questionnaires, annual Risk Reports, FAM (Fraud Allegation Management Policy and Procedure), FAST (Financial Analysis SnapshoT), External (including A-133) and Internal Audit reports and through periodic Risk Assessments.
One specific focus area is that of partnerships, which includes overseeing the correct and timely applications of: FFATA (Federal Funding Accountability and Transparency Act), Non-US USAID SR monitoring, SRFMP (Sub-Recipient Financial Monitoring Policy), HOCAI (HOlistic Capacity Assessment Instrument and Partnership Scorecards.
Another specific focus area is that of Contracts Administration. This includes the provision of guidance and necessary support at the various stages of Contracts Management, i.e. proposal development, start up, implementation, close-out and after action learning and review.
The TA also serves as the regional lead for two Communities of Practice: 1) Internal Auditors in the region’s CPs and 2) Project and Operations staff involved in contract administration and management.
Primary Responsibilities:
Compliance
Provide technical assistance to the CPs Operations Teams to strengthen the various management systems in place, formulation of additional systems/processes, as needed, and provide recommendations to ensure that such systems are compliant with Operational Excellence standards.
• Review Internal Control Assessment systems annually, and during each CP visit, validate assessment coverage, process and rating as per Internal Control Policy.
• Monitor and assess the internal control structures of the country programs and their capacity to fully comply with applicable laws, donor requirements and CRS policies and procedures.
• In collaboration with country program management and country level Compliance Officer (if applicable), perform onsite reviews and capacity assessment of large grant recipients (local partner and A-133 filing agencies). This involves review and assessment of management structure (segregation of duties) and evaluation of internal control systems, financial, property and record management, etc.
• Compile and review reports/documents with data on compliance status and risk management (annual Risk Reports, Internal Control Questionnaires, internal and external - including A-133 - audit reports, FAST, etc.), as well as risk-related data from internal or external resources with current or potential impact on CRS operations. Prepare trends analyses with recommendations for addressing systemic issues to preempt potential risks for review by regional management.
• Ensure overall compliance with Patriot Act, FFATA, Non-US USAID SR monitoring and relevant reporting requirements.
Risk Management
• Support the roll out of the risk management component of the agency strategy.
• Actively lead CARO’s already established risk management community of practice (Internal Auditors).
• Coordinate compliance trainings (startup workshop) for large grants.
• Monitor the regular updating of CPs risk registers, which are finalized at the end of each FY. Review before incorporation in the Year End Close-package.
• Serve as a resource person on compliance and audit issues.
• Develop comprehensive annual compliance review plan covering all areas of risk (as identified in Internal Control Questionnaires, annual Risk Disclosure Reports, FAM, FAST, External (including A-133) and Internal Audit reports and through periodic Risk Assessments) for regional management approval.
• Take investigation assignments as and when needs arise, as per the FAM, then assess and evaluate systemic and operational factors contributing to the problem, and offer actionable recommendations.
• Actively engage with colleagues in other regions (most notably EARO and WARO) and in similar roles to learn from their approaches towards Risk Management. Adopt, and when necessary adapt, good practices and tools for use in CARO.
• Actively network with other International Humanitarian agencies including Transparency International and keep the Regional Management aware of what is happening in the field of Risk Management in the humanitarian field as a whole and in Central Africa Region in particular.
Systems, Policy and Institutional Strengthening support
• Work with the DRD-Ops and RFO to develop trainings on compliance, systems and internal control issues.
• Review, assist and update project plans related to the rollout of new processes and systems.
• Ensure CPs conduct timely partner assessments with the SRFMP tool. Followed by timely submission of partner’s ICIP (Internal Control Strengthening Plan), adequate monitoring visits, etc.
• Ensure CPs conduct partners mapping and risk profiling, providing adequate support to those partners with generally weak internal controls and other types of support to strategic, long-term partners.
• Assist CPs in their preparation of capacity strengthening plans (following SRFMP assessment and ICIPs, HOCAI, Partnership Scorecards, etc.).
• Actively promote courses and tools available through the Institute for Capacity Strengthening.
Commodity Management support
• In coordination with country program Commodity teams, monitor In-kind Receipts, distribution and inventory reports.
• Regularly review and assess country compliance with In-kind and Commodity Management accounting requirements of CRS policy and federal awards.
• Review commodity stock reports and reconciliation with CSR and RSR records to ensure accuracy before submission to HQ.
• Monitor commodity bookings by CPs on a monthly basis and review supporting documents for commodity and in-kind bookings in excess of $100k.
• Support country Commodity Accounting staff with developing work plans to resolve any commodity related issues.
Contracts Administration
• Provide guidance, necessary support and training at the various stages of Contracts Management, i.e. proposal development, start up, implementation, close-out and after action learning and review.
• Serve as the regional lead for the Community of Practice for Project and Operations staff involved in contract administration and management. If applicable, link CARO’s CoP with those established in other regions, as well as with the IDEA team in HQ.
• Develop and share periodic updates on Contracts Administration and Management highlights in CARO.
Audit Follow-Up
• Create and maintain audit report files for all country program internal and external (including A-133) reports on SharePoint.
• Support CPs in their preparations for audits and participate in kick-off, review and close out meetings with (internal) auditors.
• Promptly follow up to close audit recommendations (within 60 days) in close collaboration with country program, especially through Heads of Operations or equivalent, and Finance Managers. This involves participation in the development of audit closure action plans and follow-up to ensure timely submission of responses to HQ’s Internal Audit Department.
• Provide summarized quarterly audit status report to RD, DRD/Ops and RFO.
Agency-wide Competencies (for all Staff)
These are rooted in the mission, values and guiding principles of CRS and used by each staff member to fulfill his/her responsibilities and achieve the desired results.
• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning
Key Working Relationships:
Internal: Deputy Regional Directors, Regional Director, RFO, CARO regional staff, Country Representatives, Country Program Staff, HQ Departments notably Finance, Internal Audit, OPEX Unit, Human Resource Department, other regional and Headquarters Ops staff.
External: Auditors, Donors, Consultants (in coordination with RD, DRD-Ops, RFO and
CRs)
Qualifications:• Bachelor’s degree in finance, business administration or accounting required.
• Professional qualification in accounting (ACCA, CPA or equivalent) preferred.
• Strong knowledge of U.S. government and other donors’ funding regulations for International NGO's.
• Strong computer skills. Proficiency in MS Office required.
• Minimum seven years relevant work experience with an NGO, of which three years should be in USG finance and compliance.
• Auditing experience, a plus. As well as Contracts experience.
• Demonstrated ability in building capacity and providing training and technical assistance, and experience working with church partners.
• Proven ability to be an effective supervisor of staff of varying levels of responsibility.
• Self-guided, strong organizational and planning skills.
• Ability to work independently and under pressure.
• Excellent communication, coaching and facilitation skills.
• SUN System/ Q&A exposure and competence will be an added advantage, or ability to learn quickly.
Physical Requirements/Environment:
The position requires 50% travel within the CARO region in areas with limited amenities, as well as attendance at internal and external conferences and workshops, when requested.
Foreign Language Required:
Excellent English and French language oral and written communication skills required..
Disclaimer Clause: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
CRS’ talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.
EOE/M/F/D/V
How to apply:
Apply online- https://www5.apply2jobs.com/CRS/ProfExt/index.cfm?fuseaction=mExternal.showJob&RID=3553&CurrentPage=1