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
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
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.
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:
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:
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”
