Key Performance Indicators:

• % of the defined sample expenses reviewed per project in the monthly compliance review (FLA-02 and FLA-05)
• # of personnel files reviewed in the monthly compliance review (FLA-06)
• # of compliance checks carried out (FLA-02, FLA-06 and FLA-05)
• % of monthly compliance reviews submitted on time.
• # of recommendations consistent with the anomaly identified during monthly review, internal and external audit
• % of unflagged risk
• # of recommendations implemented across the bases or reported as difficult to implement
• % of expense reviewed with no new irregularities identified during the 2nd review
• # of good quality contributions to ToRs and internal audit reports (based on # of feedback)
• % of investigation cases action plan implemented in timely manners.
• % of Investigation reports of good quality.
• % of relevant lessons learned developed and followed up in the AUD05.
• % of the documentation filled in each case file in timely manners.

Duties and Responsibilities:

1-Control of the FLATS and program compliance process,

• The T&C Assistant must know how to look for (and eventually know) Acted's policies and procedures and ensure that they are properly implemented.
• S/he must, on the basis of the instructions and plans given by his/her direct supervisor.
• Collect, based on the relevant sample, the necessary documents from the departments and ensure the quality of the organization of their physical and digitized filing systems, in accordance with FLA-01 guidelines.
• Complete the FLA-02 "Compliance checklist" on a monthly basis to ensure that FLATS.
• documentation is compliant, report any non-compliant issues, propose and conduct corrective action plans and improvement suggestions where necessary.
• Carry out monthly "Quotes & Invoices Investigation" (FLA-05), analyse results and report any fraud risk.
• Complete the FLA-06 "Staff files checklist" on a monthly basis to ensure that personnel files are compliant, report any non-compliant issues and propose corrective action plans and improvement suggestions where necessary.
• Ensure the implementation of compliance tasks associated with expenditure (including supply chain traceability, market survey, review of FLATS and program documentation, etc.)
• Conduct the relevant ad-hoc spotchecks for the base FLATS and program departments.
• Analyse the results of compliance reviews, flag risk and propose relevant lessons learned.
• Report risky compliance alerts to his/her supervisor or suspected fraud to the T&CM.
• Share and follow up validated recommendations resulting from lessons learned and internal audits with the departments concerned.
• Ensure information needed to consolidate the monthly compliance report and the related capital annexes (MCR) are shared (FLA-04, FLA-02, FLA-05, FLA-06, lessons learnt and AUD-05)
• Participate in partner due diligences and in monitoring the implementation of risk reduction plans.

2- Preparing, carrying out and monitoring external audits:

• The T&C Assistant will support the preparation and smooth running of external audits. Based on instructions and guidelines provided by his/her direct supervisor, s/he must:
• Facilitate each external audit, by collecting, consolidating, and reviewing the selected supporting documents, identifying and rectifying any anomalies and sending the "Compliance checklists" (FLA-02) to his/her direct supervisor;
• Identify risks and lessons learnt from the review and corrective actions to propose recommendations to his/her direct supervisor.

3- Preparing, carrying out and monitoring internal audits/internal control spotcheck:

• The T&C Assistant is responsible for assessing the level of compliance of the various departments in his/her base by implementing the internal audit and spotcheck plan defined. S/he must follow the instructions and guidelines given by his/her direct supervisor.
• Participate in drafting the Terms of Reference (AUD-03) prior to any internal audit.
• Carry out internal audit in accordance with the audit plan (AUD-06), the ToRs and the Acted internal audit methodology.
• Complete the internal audit checklists AUD-08: draft findings and flag risks based on interviews and appropriate. documented testing carried out (using the associated testing files or by developing them).
• Participate in drafting the action plan (AUD-04B) and audit report (AUD-04A) following
  each internal audit, identifying anomalies, and proposing associated recommendations for validation by his/her direct supervisor;
• In collaboration with his/her direct supervisor, participate in the monthly sharing and monitoring of the action plan for the implementation of the AUD-05 recommendations in collaboration with FLATS and program departments;
• Based on implementation feedback from department, carry out appropriate tastings to evaluate recommendation implementation.
• Report to line management any difficulties encountered by each department in implementing Acted procedures.

4- Transparency:

• Participate in minimizing risk of fraud and corruption by ensuring adherence to Acted FLATS procedures, Acted Code of Conduct and Acted Policies.
• Support on
• investigations conducted at country level, based on the approved action plan
• participate in drafting the investigation reports;
• ensure development and implementation of lessons learned from investigations
• participate in updating the cases tracker and Tline if requested
• Participate in fraud cases investigations (credibility assessment, action plan, reporting, case follow up update, report drafting, investigation action plan…);
• Participate in ensuring all allegations are appropriately forwarded, thoroughly investigated, and effectively documented.
• Draft lessons learned from investigation reports
• Participate in promoting Acted’s anti-fraud and whistle blowing policy within all Acted offices of the mission.

5- Other

• Report to line management any major problem with a potential financial or reputational impact on the mission.
• Provide regular and timely updates on task ongoing, progress and challenges to the direct line manager.
• Carry out any other tasks requested by his/her direct supervisor or the TCM on compliance and investigation.