Compliance Assistant

Support the whole FLAT (Finance, Logistics, Administration & HR) process:

• Compile and file all project related financial, logistics, administrative, and programme information in the designated project Compliance folder. During this time the FLAT Compliance assistant should ensure that all Compliance folders are duplicated (photocopied) regularly with any arrival of a new document;
• Follow-up of the Compliance process at base level by ensuring the regular transfer of the project(s) Compliance documentation to the capital office;
• Ensure the centralization of all Compliance folders at the Capital office;
• Facilitate the country Compliance review and ensure the accurate documentation of costs/expenses allocations within the documentation;
• Compliance review process has been completed and ensured that the duplicate Compliance folder is securely archived.

 Support ACTED’s compliance and accountability:

• Provide 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 department concerned for corrective action;
• Conduct a monthly 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.

This table will be part of the Monthly Compliance Report annexes;

• Comply with the Audit Department Code of conduct.

Reporting:

• Participate in the preparation of a Monthly Compliance Report 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.
• Facilitate the preparation for country external audits
• Report the updates of the Compliance situation for all projects during the country compliance meetings.