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Risk Management & Compliance Manager Job in Kenya

Position: Risk Management & Compliance Manager
 
Grade: D2
 
Location: Kenya 
 
Reports to (position): Country Director

Purpose: Working in 50 developing countries across Africa, Asia and the Americas, the Organisation aims to reach as many children as possible, particularly those who are excluded or marginalised with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively  

The purpose of this role is to provide management with assurance of risk management and monitored controls in delivering country operations. 

The incumbent will be responsible to develop and ensure that effective and efficient systems, internal controls, policies and procedures are in place and at all times implemented correctly, which fosters a culture of accountability, transparency, integrity and honesty. 

While overall accountability of risk management sits with the CMT the incumbent will act as an extra line of defense to the CD and CMT and will exercise measures and tests to ensure systems, procedures, policies, and controls that facilitate the achievement of overall program goals, objectives and benchmarks are complied with and in place. 

S/he is a key member of the Extended Country Management Team (ECMT), provides high-level, strategic contribution to the leadership of the organization as a whole, working collaboratively with other ECMT members.

S/he will also directly advise the CD on matters as requested.

Dimensions of Role: The post holder will report to the Country Director of the Organization in Kenya. 

With support and guidance from the Country Director, s/he oversees compliance to the approved systems, procedures, policies and controls to facilitate achievement of overall program goals and objectives. 

This position is responsible for systematizing controls and ensuring policies are being implemented and also for spot checking both internally and externally.

Key End Results of Position:
 
R1. Risk Management
  • Facilitate annual risk workshop at a Country level in which significant risks facing the Organisation in Kenya shall be identified together with the controls in place, and any additional controls or actions necessary to manage those risks.
  • In consultation with the CD, ensures that the CMT reviews the results of the risk workshop and decide both the person responsible to implement the actions recommended in the risk register as well as the time frame in which those actions are implemented.
  • Monitors the progress of completion of actions on a timely basis and recommends to the CD if further action needs to take place
  • Ensures that the copy of the risk register approved by the CMT has been distributed to members of the ECMT and PUMs for their understanding and action.
  • Continually follow-up the timeliness and effectiveness of management’s actions on the recommendations contained in the risk register and provide regular updates to the CMT on progress of implementation of actions.
  • Assess the RO risk Register for compliance with the Organisation standards.
R2. Grant Management
  • Continually review whether the grant management activities are in compliance with the key controls contained in the grant management guidelines of the Organisation in Kenya and donor regulations
  • Assess compliance with grant conditions on sample basis working closely with project implementation team
  • Provide information on donor and the Organisation regulations on a regular basis to ensure specific guidelines are being followed.
R3. Partnership Management and Control
  • Assess the process of selecting new partners, the formation of partnership, review of renewing/expanding existing partnerships, and whether activities of partners are in line with what has been agreed
  • Assesses compliance with the partnership guidelines of the Organisation in Kenya and RESA RO.
  • Assesses whether partner’s actual performance is in compliance with the financial, procurement, human resources and reporting requirements of project/partnership agreements
  • Recommend any capacity building support needed for partners as part of the agreed action plan in the partnership agreement and assess whether the action plan is appropriately implemented.
R4. Sponsorship
  • Assess compliance with the key requirements of the Sponsorship book and good practices within the Organisation regarding:
  • The Sponsored Children (SC) enrolments process
  • Completeness of SC folders, tracking of letters and small gifts amongst other requirements
  • Assess compliance with the requirement of the 10 Sponsorship commitments
  • Ensure that all MOU’s with CBO’s are standardized and up to date and community volunteers are compliantly following procedures and monitor times of interaction between sponsorship children and the Organisation staff.
R5. Project Control and Monitoring
  • Assess the effectiveness of the project control and monitoring activities by reviewing: Completeness of PO files with particular emphasis to Project Output Delivery, PO Progress Log, Project Completion Reports, Project Status Reports and monitoring reports.
  • Assesses the effectiveness of the control over construction projects by reviewing processes including: Short listing of construction contractors, Selection of contractors for individual construction projects, The process of monitoring construction in progress, Payments to contractors
  • Assesses the appropriateness of the process followed in the distribution and use of goods acquired for communities
  • Ensure that there has been a correct process followed in relation to all local goods and service contracts in all operational areas and all contracts are up to date and managed according to agreement, spot checking pricing
  • Ensure that a centralized contract data base is developed and maintained
  • Continually spot check that all LPO’s and other procurement processes are in place and all documents are in the data base with correct approvals.
R6. Finance
  • Review if the management of cash is in compliance with the key requirements of the Operations Manual and/or other management controls as appropriate:
  • For purchase of goods and services, assesses compliance with the key controls regarding authorization, selection of suppliers, and acknowledgement of receipt of goods purchased
  • Control over per diem policies and travel advance payments
  • Review deduction, declaration and payment of withholding tax as per the relevant law
R7. Fixed assets and inventory
  • Review compliance with the key controls contained in the Operations Manual regarding fixed assets and inventory
R8. Human resource management
  • Reviews compliance with the key controls contained in the HR manual of the Organisation in Kenya regarding: Completeness of staff personal files, the process of employing of new staff, implementation of the PMS
R9. Support Institutional learning, capacity building and strengthening risk management and compliance
  • Ensure that risk and compliance training sessions including anti-fraud and donor regulation sessions are held on a rolling basis throughout the organization.
R10. Carry out pre-audits and investigations based on needs and as requested by the CD/CMT
  • Raise concerns when an external audit or internal investigation is in order. On request work with the the Organisation Counter fraud unit to investigate incidences as may be required from time to time.
Person Specifications.
  • Dealing with Problems and confidentiality
  • The position involves a high degree of complexity in resolving a wide range of challenges which typically occur while developing effective and efficient systems, internal controls, policies and procedures and testing their compliance with staff and sometimes dealing with issues of sensitive nature. 
  • The post holder will demonstrate the ability to problem solve, thinking strategically while introducing innovations as needed to meet the demands of a dynamic and sometimes unpredictable operating environment. 
  • The successful candidate will have a high level of professionalism and confidentiality.
  • Communications and Working Relationships:
  • Internally the post holder will work closely with the CD, CMT members, FM, Operations Manager, Area Managers and Program Managers and heads of Departments.
Externally the post holder will work with the counterparts in other NGOs and other development organizations

Knowledge, Skills and Behaviours Required to Achieve Role’s Objectives:
  • University degree in Accounting, Management or equivalent qualification, a Master’s degree will be an added advantage dependent on years of experience
  • Full Professional qualification i.e. CPA (K) and must be registered by ICPAK or equivalent professional bodies
  • At least five years relevant experience at a senior level including Internal Control
  • Professional experience in risk management and compliance auditing.
  • Knowledge of the NGO environment and donors an advantage
  • Ability to gather, analyse, and evaluate facts and to prepare and present concise oral and written reports
  • Experience with USAID donor requirements will be an added advantage
Skills
  • Able to work with minimal supervision and often on his/her own
  • Demonstrate pro-activeness, flexibility and creativity
  • Ability to build strategic work relations
  • Good planning and organizing skills
  • Excellent interpersonal, analytical and communication (verbal and written) skills
  • Ability to monitor project results and expenditures against work plans
  • Computers skills in MS Office and Internet
  • Knowledge of the environment in Kenya and current effective auditing and assurance practices and policy issues as they relate to risk management.
  • Fluent in English and Swahili is essential
Behaviours
  • Supports learning in diverse teams
  • Acts with high degree of integrity and professionalism
  • Able to ensure high levels of confidentiality
  • Relates to people in a friendly, open manner and engenders trust from other staff
  • Creates strong sense of purpose within organization and with stakeholders
  • Holds self and others to account to deliver on agreed goals and standards of behavior
  • Dynamic, highly motivated and balances future vision with practical delivery
  • Sound judgment and decision-making in complex situations
  • Remains calm and positive under pressure and in difficult situations
  • Ability to act as part of multi-cultural and multi-disciplinary team.
Physical Environment and Demands:
  • May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.
  • Typical office environment with 50-75% travel to the field and partner agencies
Level of Contact with Children: Medium contact - Occasional interaction with children
 
How to Apply 

Candidates who meet the set criteria should submit their applications together with their CVs including contact details, current and expected remuneration to be mailed to eastafricaposting@gmail.com with the subject as “Risk Management & Compliance Manager”

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