Position:                                  Transparency &Compliance Assistant (with focus on Archiving)

Department:                             Transparency and Compliance

Location:                                  Mogadishu

Contract Duration:                    Six Months.

Direct Hierarchy:                      Country Transparency and Compliance Manager

Starting date:                           Mid May 2024

Background on 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 its 3Zero –Zero Exclusion, Zero Carbon, and Zero Poverty – strategy, ACTED puts local territories at the Centre and provides a tailored support to local needs.

ACTED is looking for professionally confident, self-motivated, experienced, and committed team player to fill the Transparency and Compliance assistant (with focus on Archiving) position in Mogadishu, Somalia.

Position Profile:

The Transparency & Compliance Assistant is responsible for assisting in the implementation of ACTED’s Transparency & compliance processes in Acted Somalia. She/he will contribute to the Transparency & Compliance Unity in the Mission to ensure that overall compliance is adhered to, and that the country specific FLAT procedures are applied.

The Transparency & Compliance Assistant will also maintain an effective records management system by tracking flow all physical and digital copies of documents at ACTED country and area mission levels. The staff will ensure proper indexing of physical documents, and transfer of FLAT files to from Field Offices to the Country Office. The staff will be responsible for ensuring accurate digitization of FLATS and Program documents on Acted’s Archive 2.0 system and SharePoint.

Duties and Responsibilities

Assist in supervision the FLAT process :

• Follow-up of the Compliance process at base level by ensuring the regular (fortnightly) transfer of the project(s) Compliance documentation to the capital office;
• At the end of the project, ensure the centralization of all Compliance folders at the Capital office;
• Facilitate the country Compliance review process once the project has been terminated and ensure the accurate documentation of costs/expenses allocations within the documentation ;
• Ensure that the duplicate Compliance folder is securely archived.
• Contribute to ACTED compliance and accountability:
• Assist in providing timely supplementary quality control of the Compliance documentation by checking the accuracy and consistency of the information between the related documents and report discrepancies immediately to the Country Transparency & Compliance Manager
• Conduct a quarterly market-price survey of the materials/services identified the current country market basket (frequently procured items/services). The data gathered should then be tabulated against the actual prices paid by ACTED in the transactions incurred during that month. The actual pricing should be retrieved from the contracts or payment vouchers filed in the Compliance folders. The FLAT Compliance Assistant should ensure that he/she can provide evidence of the source of the market information and then accurately demonstrates the correlation by a reference to the specific transaction (payment voucher references). This table will be part of the Monthly Compliance Report annexes;
• Comply with the Audit Department Code of conduct.

Reporting:

• Actively contributes to the Monthly Compliance Report by giving as much detail as possible for all existing projects that are ongoing and completed but are yet to be reviewed and submitted to the Regional Office. The Compliance report is both a narrative report and includes annexes with specific analytical information and should be submitted to both the country director and the regional audit team;
• Facilitate the preparation for country external audits upon request;
• Report, when asked to, to update of the Compliance situation for all projects during the weekly FLAT meetings.
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Implementing partners

• Assist in implementing partner due diligence assessment and build/maintain relationships with current & potential partner organizations
• Assist in coordinating and arranging internal capacity building training sessions by ACTED teams based on gaps identified in capacity assessments.
• Assist in reviewing of quarterly expenditure for partners
• Follow up with issues raised on all implementing partner expenditure issues for each quarter
• Follow up on all reporting requirements as set in ACTED MoUs

Archiving

• Checking the quality and exhaustiveness of digitized documents and reporting any discrepancy with the physical documents or SAGA information
• Scan and upload any missing documents with appropriate equipment in the appropriate format.
• Setting up and maintaining Physical archive in the Capital
• Follow-up with archives movements and shipping from area offices to the Country office when applicable.
• Ensure the department folders in SharePoint are organized in a logical manner.
• Support in retrieval of archived files for audit.
• Ensure easy Accessibility of documents to the authorized staff.
• Provide support to all departments taking part of the ACTED scanning & archive process, in particular Finance, Logistics, HR and Program staff.