Controls Coordinator / Administrator II at Scruples Resources

Main Functions

• Coordinating compliance controls and integrity in the group, ensure implementation and administers, manages controls calendar, system access, less analytical more coordination and data management.
• Activities: Reports on Business control KPIs, Irregularity logs, Key Activities related to Rep letters, Fixed Asset register and adhoc activities e.g. Awareness training, oi System (oi).
• Reports to Project Controls Advisor.
• Works with moderate work direction and is skilled and knowledgeable to the position.

Tasks and Responsibilities

• Promoting Controls Intergrity (CI) & Controls and support to raise staff control awareness
• Identify new processes or changes and ensure all FCPA requirements are properly performed/updated and approved
• Assisting the Business Manager with key activities as required around budgeting and planning activity
• Ensuring controls catalogs are documented/updated and approved as required by Business Manager
• Supports ongoing controls activities (Audits – UIA Planning and coordination, Representation Letter Coordination, Controls Training for staff and maintaining training register, End User Computing Risk Assessments, Access Reviews)
• Update & file Delegation Of Authority Guide (DOAG), FCPA’s, MOC’s, Job Handover checklists
• Responsible for coordinating Management and Protection of Information (MPI) Monthly Inspection & Reporting
• Preparing/coordinating the development of controls documentation
• Prepare monthly oi updates
• Monthly reporting of KPI Scorecards for oi & CI
• Provide awareness of Tools in developing oi System 10-1 for system practitioners
• Oversee the management of the central External Meetings Register and reporting process
• Departmental Records Contact: Serve as Department/Business Unit Subject Matter Expert (SME) and collaborate with the respective Local IMS group
• Distribute Communications about Records Management within the team
• Safeguard the department or business units’ vital records, complete and retain for ready access both physical and electronic records
• Organize and Departmental Shared Drive folders and allocate retention codes according to Records Retention Schedule
• Shared folder structuring/organizing/maintenance, installing and removal of access
• Organize filing/records clean up days – include on Controls Calendar
• Focal point for all documentation and review processes for Departmental owned contracts.
• Monitors Quality performance and adherence to contract Terms & Conditions
• Administer contracts by monitoring Purchase Order/Agreement end dates and expenditures.
• Raise Service Requisitions for Department/Business Unit’s owned contracts/service providers
• Represents Department/Vendor in contract development with Procurement
• Departmental SharePoint Site Collection Administrator.

Skills and Qualifications

• Bachelor's Degree in Information Management, Business, Economics, or related degree.
• Prior experience in information and record management, administration and data analysis
• Excellent written verbal, communication, presentation skills in English
• Ability to work effectively in a virtual, multi-cultural team environment
• Strong leadership and interpersonal influencing skills
• Self-starter with results and schedule orientation
• Advanced skills in MS Excel, including data validation, charting, pivot tables
• Intermediate skills in Microsoft Office Products including Publisher, Word, PowerPoint
• Knowledge of Microsoft Access desirable.