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Full-time Compliance Officer

at Agency for Technical Cooperation and Development (ACTED) in Makati

ACTED is an international non-governmental organization created in 1993. Independent, private and not-for-profit, ACTED is looking for a professionally confident, self-motivated, experienced and committed team player to fill the vacant position.

The Compliance Officer is responsible for ensuring that the organization’s compliance procedures are properly implemented and the compliance folders updated.

The procedure that integrates the information coming from the different departments in ACTED is called the FLAT. FLAT stands for Finance Logistics Administration Teams aims at centralizing, integrating and harmonizing the information coming from Finance, Logistics, Administration and Programme for each project (including the Implementing Partner information). It is crucial internally in terms of knowledge management for each project as this is the main source of information available for each stakeholder of a project. This is a valuable internal control tool. Furthermore, the general aim behind FLAT is linked to audit of projects. FLAT folders are our main tool to be ready for audits by donors.

Duties and Responsibilities:

Ensure that the organization’s compliance procedures are properly implemented by all the staff both at capital and field levels, notably by:

keeping Compliance folders updated with the latest information and documentation related to finance, logistics, administration and programme
following up on the implementation of compliance procedures in the bases, and ensure efficient information and documentation flows between the bases and capital office
providing timely quality control of the compliance documentation, and follow up on inconsistencies and corrections with the relevant departments
Work independently from all other departments, albeit with regular interactions with them in particular the Finance, Logistics and Administration ones;

Work in collaboration with the Regional Audit Team in order to ensure the respect of the organization’s compliance procedures, facilitate the compliance review process of completed projects, and facilitate the preparation of external audits.

Work independently from all other departments, albeit with regular interactions with them in particular the Finance, Logistics and Administration ones

Work in collaboration with the Regional/HQ Audit Team in order to ensure the respect of the organization’s compliance procedures, facilitate the compliance review process of completed projects, and facilitate the preparation of external audits.

Draft with the relevant department, memos regarding procedures

In addition, the Compliance Officer will fulfil the following reporting duties:

Prepare monthly compliance reports on projects that have not yet been reviewed/audited;
Prepare ad hoc follow-up memos on the compliance status of specific projects notably in prevision of external audits;
Prepare updates on the compliance status of all ongoing/recently completed projects for country compliance meetings.
Manage in accordance with ACTED procedures, HR/Finance/Logistic archiving in capital and field offices

Prepare all the documentation for internal and external audit,

Follow-up of the FLAT process in each base,

Ensure a 2ndlevel of control of the FLAT documents and their reconciliation

Others

Adhere to HAP standards as set by ACTED;
Any other task as assigned by the line manager
Cashiering Works – Detailed responsibilities are enumerated below.
Ensure that the safe has enough cash and denominations for each weekly payment in conjunction with the finance assistant at the base and deal with Money Exchange, change money for the cashbooks whenever needed.
Fill in Vouchers on a regular basis and ensure registration of vouchers in the cashbook and bankbook.
Check that no supporting documentation or signature are missing before releasing any payment.
Proceed with payments for all items and services approved by the Country Director/ Area Coordinator or equivalent and the CFM.
Check the Safe & Cashbook at the end of each week and ensure that the balance matches with the Cash Book and prepare a Cash checking statement.
At the end of each month, check that the balance in the safe and the bank accounts are in line with the cash and bank books, make the cash checking statement.
Check vouchers quality on a regular basis.


QUALIFICATIONS:

Bachelor's/College Degree in Business Studies/Administration/Management, Commerce, Economics, Finance/Accountancy/Banking or equivalent
Knowledge in the NGO sector, especially in HR, finance or logistics
Experience in working in multinational environment
Excellent work ethics
Strong ability to work independently
Attentive to details is absolutely required
Good knowledge in Excel, Word and Outlook
Excellent spoken and written English and Filipino language is a must, knowledge of local dialects is an advantage
Worked experience in I/NGO and haveknowledge on the compliance procedures is an advantage
Excellent capacity building/training skills/ pedagogy; Strong analytical and planning skills
Flexibility, enthusiasm and willingness to learn and adapt within dynamic and often self-directed working environment
Must be able to start work immediately


Applications should include a cover letter (max 1 page) quoting the employment reference number (EMP 2017-001), a detailed CV giving at least three reference contacts from your previous employers and a day telephone contact. It is essential that interested candidates specifically address how they meet each of the required qualifications in the cover letter. Please send applications by e-mail to: [email protected] or to 307-308 National Life Insurance Building, 6762 Ayala Avenue, Makati City by latest March 31, 2017. Only shortlisted candidates will be contacted.

Salary/benefits: According to ACTED’s salary grid and HR Policy/Responsible and independent working position/Background of a well-established organization


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Published at 20-03-2017
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