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The Plan International is hiring Internal Audit e Compliance Officer, for Maputo Mozambique.
Role Purpose
Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries.
Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work.
In Mozambique we are working to eradicate early marriage and early pregnancy through projects that focus on adolescent girls in Inhambane, Zambezia, Nampula and Cabo Delgado. These projects are programmed along four strategic pillars: Girl Education, SRHR, YEE and Protection. Our work is gender transformative and includes influencing work at national and sub-regional level.
The position holder will be responsible to support the implementation of the Plan International Mozambique’s strategy by providing assurance of risk management and monitored controls in delivering country operations through developing and ensuring effective and efficient systems, internal controls, policies and procedures are in place and at all times implemented correctly. The position holder would act as an extra line of defence to the Country Director (CD) and CMT.
Key relationships
Internal: The position maintains communication and working relationships with:
- The CD, CMT, ECMT, and the various process owners of processes being audited or reviewed;
- Contact person for Global Assurance Department.
External:
- The position maintains communication and working relationships with partner organizations being audited, communities, suppliers and external auditors;
- Interaction with other INGOs for cross learning and the sharing of best practices related to risk management;
- Interaction with other Internal Controllers within MEESA to share experiences and information.
Responsabilities
Risk Management System / Risk Registers (20%)
- Facilitate the effective implementation of the overall organisational risk management system, including its review and monitoring, and innovation for its continuous enhancement;
- Monitor the progress of completion of actions on a timely basis and recommends to the CD if further action needs to take place;
- Assess the risk Register for compliance with Plan standards;
- Support and facilitate the identification and classification of risks to the country operation, the documentation of these, and the determination of appropriate actions to appropriately manage/mitigate such risks. This includes the timely and periodic completion of the Country Office and Program Area risk registers;
- Follow up continuously the progress made towards agreed risk management/ mitigation actions, such that remedial actions can be taken in a timely way and when necessary;
- Regularly update the risks and progress against actions online using the new software of Plan International- MAGIQUE;
- Ensure training and support of staff in the development of key control standards and to strengthen risk management and compliance;
- Serve as focal person for the coordination of the country-wide insurance portfolio. This includes maintaining active dialogue with the Regional Office and Global Hub regarding statutory and optional insurance requirements, such that the management team maintains an accurate overview of existing coverage, it is appropriateness and cost, its timely renewal and other matters of relevance.
Audit and Compliance with key controls, and effectiveness and policies and procedures (20%)
- Prepare a master list of all required compliances to internal policies and procedures, external compliances to donors and government, ensure that Plan Mozambique fully meets all the required compliances, monitor it, regularly and review its adequacy and effectiveness;
- Review compliance with established key controls in all areas of business including program, finance, sponsorship, resource acquisition and grant management, human resources, IT, partnerships, logistics, and in any other area of business as relevant;
- Prepare and submit a monthly report to the Country Director and a regular report to the management following reviews of compliance and the effectiveness of policies and procedures, and support and facilitate appropriate response to identified gaps or shortcomings in the control environment, including the monitoring of progress against agreed follow up actions;
- Develop an annual calendar, ToRs and conduct internal audits of all Departments and PAs in Plan Mozambique every year. Prepare a clear report with action plans and share with Country Director. Monitor the progress against the action plan to address all internal audit actions;
- Ensure periodic pre-audits on grants are carried out prior to the donor audits so that matters arising are addressed in a timely manner;
- Coordinate smoothly external Audits involving program and finance teams;
- Prepare and regularly update the Master list of all audit actions, follow up with all action owners on regular basis, update the progress on audit actions and share it on monthly basis to CMT and other relevant colleagues;
- Conduct an assessment of grant conditions compliance regularly on a sample basis in close collaboration with project implementation team;
- Provide information on donor and Plan regulations on a regular basis to ensure specific guidelines are being followed;
- Reviews compliance with the key controls contained in the HR manual of PIMZ regarding: Completeness of staff personal files, the process of employing of new staff, contract extensions and the like;
- 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;
- Review compliance with the key controls contained in the Operations Manual regarding fixed assets and inventory;
- Liaison with the corporate Global Assurance team regarding the planning, coordination and undertaking of all Global Assurance audits in Mozambique, and other matters;
- Facilitate and support implementation of all agreed actions arising from the findings and recommendations of Global Assurance reports and Evaluate, monitor, and document progresses in periodic Audit Action List reports and make linkages to the content and oversight of the Country Office and Program Area risk registers.
Global Assurance reviews (20%)
- Act as country focal person for liaison with the corporate Global Assurance team regarding the planning, coordination and undertaking of all Global Assurance audits in Mozambique, and other matters;
- Support and facilitate the monitoring of progress, and the evaluation of effectiveness, of all agreed actions arising from the findings and recommendations of Global Assurance reports, documenting progress in periodic Audit Action List reports and making linkages to the content and oversight of the Country Office and Program Area risk registers.
Grant Management (10%)
- Continually review whether the grant management activities are in compliance with the key controls contained in the grant management guidelines of PIMZ and donor regulations;
- Assess compliance with grant conditions on sample basis working closely with project implementation team;
- Provide information on donor and Plan regulations on a regular basis to ensure specific guidelines are being followed.
Partners Support and conformance review (10%)
- Support partner organizations in their own risk management systems and processes, and conduct partner risk assessments based on due diligence reports, volume of funds, and other criteria so as to identify possible key risks that might affect PIMZ’s operations with partners;
- Review selected activities of selected partner organizations to ensure that they are operating in conformity with the partnership agreement entered into with PIMZ.
Case Investigation (10%)
- As required by the Country Director, support the design and undertaking of investigations into occurrences and incidents that have materialized and where controls, policies and procedures may be found to have been inadequate. This includes, but is not limited to, allegations of fraud.
Capacity Development and Anti-Fraud Awareness:(10%)
- Implement a capacity development plan and create an environment of organization wide experience sharing and promote best practices in relation to audit and compliance;
- Support and facilitate continuous reflection and learning with regard to the risk management system, as a means towards is continuous refinement and enhancement. This includes learning from interaction with the corporate Global Assurance function, with other Plan countries and with external parties, and from internal reviews and other relevant initiatives such as specific case investigations;
- Raise fraud awareness across the entire workforce, and the implementation of appropriate control measures;
- Be a focal point for rolling out Anti-Fraud Policy, its implementation and monitoring within Plan Mozambique;
- Support and Monitor the implementation of the Anti-Fraud Policy anchored on zero tolerance to fraud;
- Conduct Ad Hoc and investigative assignments where required in line with the stipulated methodology and Counter Fraud Unit timelines;
- Make sure conflict of interest, anti-fraud, anti-bribery and anti-corruption policy are disseminated to all PIMZ staff;
- Oversee capacity building that ensures that there is adequate knowledge awareness among staff members on matters to do with risk management, fraud, internal controls and global management standards.
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)
- Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures;
- Ensures that all staff in the unit/function/department are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
- Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.
- Ensures that Plan Mozambique contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.
Requirements
Qualifications/ experience essential:
- Education Masters Degree in Accounting and/or Finance, Audit or Compliance Management or other relevant areas;
- At least 8 years of relevant work experience, 3 years of which must be a supervisory role.
Qualifications/ experience desirable:
- Certificate in fraud detection and investigation;
- Knowledge of risk management frameworks and processes; and Internal Control System.
Skills Specific to the Post
- Strong interpersonal skills and the ability to work effectively with others at all levels;
- Strategic thinking, particularly with regard to systems approaches and organizational development;
- Strong analytical and communication skills;
- Strong organisational and coordination skills;
- Excellent writing skills;
- Computer literacy;
- Ability to work in a multidisciplinary and multicultural environment;
- Ability to inv estigate fraud cases.
Languages required
- Fluency in Portuguese and English language is essential.