Audit and Compliance Manager at Premiere Urgence Internationale (PUI)

General Objective

• The audit manager contributes to provide insurance to the organization on the degree of control of its operations.
• He/she initiates, coordinates, and follows up on risk-reducing measures linked to the non-compliance with PUI’s internal procedures, donor guidelines, and the local legislation.
• As such, he/she is responsible for creating an environment of continuous learning and improvement by providing recommendations based on assessments and evaluations of PUI’s documentation and internal processes.
• Thus, he/she works closely with the coordinators of the different departments, both for the identification of shortcomings and for the corrective measures to be put in place.
• He/she monitors the quality and timely implementation of those recommendations.
• He/she is also responsible for coordinating the preparation and follow-up of external audits in agreement with the supporting departments.

Responsibilities and Tasks

• Organizes and coordinates the implementation of measures, if necessary, to ensure that the organization’s goals and objectives are met.
• External audit: He/she coordinates the preparation and conduct of external audits in coordination with the mission's departments and HQ.
• Recommendations Follow-up: He/she ensures the implementation of internal and external recommendations
• Risk management: He/she participates in analyzing situations impacting the Association as a whole, participates in and follows up on risk monitoring, and suggests mitigation measures at the mission level.
• Training: He/she participates in consolidating audit information and disseminating it to the Head of Mission and HQ.
• He/she also provides training to national and expatriate staff, as required, in accordance with lessons learned from audits and PUI audit procedures.
• Team management and capacity building: Participate in recruiting audit personnel, defining the department's strategy, and training the newly recruited audit staff.
• Archiving: He/She participates in the monitoring of archiving procedures in coordination with the departments

Priorities of the department
Carry out internal audits in accordance with the internal audit plan and standard procedure: 

• Prepares and implements an audit plan that identifies risks and priorities, in collaboration with all departments;
• Carries out audits of documentation, internal and donor procedures and processes, at mission level;
• Coordinates the internal audit according to the internal audit system at HQ;
• In general, ensures that the principles of accountability and transparency are at the heart of the mission's spirit and practices.
• Formulates internal recommendations and communicates them to the concerned departments.

Coordinate and act as the focal point for external audits:

• Prepares and monitor an external audit plan; negotiate audit dates with auditors and donors;
• Is the focal point for auditors (the link between the mission and auditors) before, during and after the audit;
• Prepares the external audits: presents the Mission to auditors, shares the requests for documentation to the coordinators, centralizes the feedback and presents consolidated responses to the auditors, along with the support of coordinators;
• Discusses issues and recommendations with auditors.
• He/She is involved in drafting the responses to the Management Letters (ML) of audits in coordination with other departments. Consults with HQ on best approaches to respond to ML;
• Drafts and submits to the HoM and HQ audit department a synthesis including the overall audit achievement as well as alerts and risks;
• Capitalizes on the challenges and lessons learned after each external audit.

Ensure the implementation of internal and external recommendations:

• Prepares a follow-up of recommendations using the standard tool and shares with the relevant coordinators;
• Establishes and regularly updates a follow-up of internal and external recommendations;
• Shares recommendations with relevant departments and establishes an action plan for implementation with them;
• Monitors the implementation of external and internal audit recommendations;
• Reports on progress to the HoM and the HQ audit department;
• As part of a formal and regular process, ensures that HQ recommendations are implemented, and reports to the HoM and HQ Audit Officer.

Risk Management:

• Identifies and alerts to areas of risk identified during internal or external audits;
• Coordinates with the departments and HoM to update the risk table by department and provide corrective and preventive actions to mitigate potential risks;
• Proposes solutions and provides advice to mitigate the impact of identified risks.

Contribute to the establishment of a culture of learning and quality:

• Verifies the knowledge and understanding of internal and donor audit procedures and processes and recommends training if necessary;
• Carries out trainings / information sessions for the mission on audit, risks, and related subjects as required/requested;
• Participates in the establishment and/or improvement of internal procedures and tools;
• Briefs all coordinators on the audit.

Team management and capacity building:

• In collaboration with the HR department, participates in the recruitment process(es) of staff under his/her line management; Briefs newly recruited personnel under his/her management on their roles and responsibilities;
• Ensures the adherence of his/her subordinates to all PUI’s policies, rules and regulations;
• Ensures the respect and implementation of HR procedures in accordance with PUI’s Policies and Guidelines in collaboration with the Human Resources department;
• Monitors and provide objective feedback related to the performance of the staff under his/her supervision to promote professional development;
• Provides technical support and guidance to the staff under his/her line management;
• Ensures good communication, coordination and information level of each member of the mission team during regular coordination meetings
• Solves team conflicts and ensure team building and discipline.

Documentation / Archiving coordination:

• Ensures that project and support documentation (of all projects) is complete and correctly archived following internal procedures, and ensures that departments are informed of all documents to be archived.

Qualifications

• Interested candidates should possess a Bachelor's or Master's Degree with 3 - 10 years experience.