Ethics and Conformity Manager at Solidarites International

MISSION / OBJECTIVES

• Under the authority of the Country Director, and under the functional authority of the Ethic and Conformity at HQ level, the Ethics & Conformity Manager's role is to verify the conformity of internal practices and to participate in the dissemination of good internal control practices. He/she contributes to the success of external audits and plays an active role in training on internal control and conformity issues. He also supports the mission in the follow-up of recommendation and abuse management treatment..

Description of the Position

INTERNAL AUDIT

• Designs internal audit plan based on a risk analysis, with the support of the HQ functional manager.
• Carries out internal audits of the mission (organizational, project or target process audits) with the support of its HQ functional manager
• Follows-up on internal audits and conformity checks.
• Examines, on a random basis, the level of conformity of existing documentation and the effectiveness of internal controls implemented in the various departments.
• Shares with the Ethic and Conformity Department the internal audit reports

DUE DILIGENCE AND EXTERNAL AUDIT as per the External Audit R&R Matrix

• Supervises the preparation of external audits, in close collaboration with the Grants & Partnership Coordinator and the Country Director, as well as with the Partnership’s Development and Accountability department at Headquarters.
• Prior to any external audit, carry out the last supporting documentation review as a pre-audit of all or a sample of expenditure documentation and forward the corresponding risk table to the Country Director and Partnership’s Development and Accountability Department.
• Participate in external audit kick off and closing meetings.
• Contributes to the drafting of a response to external audit reports, to be approved by the HQ Partnership’s Development and Accountability Department.
• Supports the training of employees (and implementing partners if necessary) in the preparation of external audits.
• If needed, supports the selection process of external audit firms in the country
• Participates in SI responses to due diligence exercise under the Country Director and Grant & Partnership coordinator management

IMPLEMENTING PARTNERS

• When developing local partnerships, drafts a Due Diligence exercise under the supervision of the Country Director and in close collaboration with Grants & Partnership Coordinator
• Verifies the implementation and monitoring of risk mitigation measures by the country office.
• Supports and follow up of SI partners on subjects under his/her responsibility
• Carries out internal audit assignments with implementing partners in accordance with signed partnership agreements, with the support of the Ethic and Conformity Department in HQ.

RISK MANAGEMENT

• Is involved in the identification and assessment of mission risks, in close collaboration with the Country Director.
• Contributes to the identification and monitoring of risk management measures, in support of the Country Director.

RECOMMENDATION FOLLOW-UP

• Enter recommendations into the dedicated database.
• Participate, with the support of the Country Director, in monitoring the implementation of recommendations by the departments concerned. If necessary, alert the Country Director in the event of delays or non-implementation of recommendations.
• Implement recommendations concerning the Ethics and Conformity Department.

ARCHIVE MANAGEMENT

• Responsible for filing and archiving documents produced in accordance with internal procedures
• Participate in the implementation of the mission's archive management strategy in accordance with SI internal process, from flow management to security, accessibility and destruction where necessary.
• Support logistics department ensuring a regular dispatch of archives from the country office to headquarters.

ETHICS, ABUSE PREVENTION AND MANAGEMENT

• Participate in preventing and raising awareness of abuse and in disseminating Solidarités' reporting mechanisms.
• Contribute to minimizing the risk of abuse by ensuring conformity with the organization's ethical guidelines.
• Inform the hierarchy of any violation of Solidarités International's procedures and code of ethics and conduct.
• Contribute, at the Country Director's request, to the treatment of abuse notifications.
• At the Country Director's request, lead or participate in internal investigations.
• Act as focal point, with the Country Director, for the HQ Fight against Abuse Referent.

INTERNAL NORMS AND GOOD PRACTICES

• 'Responsible for the conformity of the documents he/she produces
• Participates in the dissemination, understanding and respect of Solidarités' standards by implementing briefings, training and capacity building on the themes of the Ethics and Conformity Department.
• Provides technical advice about internal control strengthening
• Ensures that a signatory table is proposed by the Country Director, available and up to date in the mission, and validated by the HQ Desk Unit
• At the request of the Country Director and with the support of the HQ Internal Audit Referent, participates in the compliance review of specific standards at country level as well as the development of specific standards on the themes under his/her responsibility.

ETHICS

• Create and maintain a work environment within the team that prevents inappropriate behavior.
• Participate in communicating and raising awareness of the existence of the SI code of ethics and conduct**.**

REPORTING

• Responsible for writing internal audit reports
• Responsible for drafting implementing partner audit reports
• Responsible for drafting investigation reports, at the request of his/her line manager