Fresh Jobs at Spectrum Books Limited

Role Summary

• The Head of Internal Audit is responsible for Company's strategic risk-based internal audit plan and managing the internal audit function in accordance with the internal audit charter and the professional standards for internal auditing promulgated by the Institute of Internal Auditors.
• Responsibilities include providing reasonable assurance on the effectiveness of the organization’s risk management and the strength of internal controls.
• The position assesses organization-wide compliance with the Company's internal policies and procedures, laws and regulations, contractual terms and conditions, Company's assistance and acquisition regulations/requirements, efficiency of operations, and accuracy of programmatic and financial reporting.
• The Head of Internal Audit reports directly to the Board of Trustees with administrative oversight from the CFO.

Essential Functions

• Develop annually a risk-based internal audit plan for Audit Committee review and approval. Oversee the implementation of the approved plan, ensure proper resourcing for implementation of the plan, and adjust the plan as needed in response to changes in company's business risks, operations, programs, systems and controls. Keep senior management and Audit Committee apprised of any changes needed to the internal audit plan.
• Ensure methodical documentation of work plans, testing results, conclusions and recommendations. Ensure follow up on findings and corrective actions.
• Provide technical assistance with investigations, special audits, and provide subject-matter expertise as needed.
• Remain current on audit and USG regulatory oversight trends and develop a risk based approach incorporated into the annual audit plan.
• Perform organization-wide risk assessments to identify significant risks or exposure related to internal controls or compliance with the company's policies and procedures, laws and regulations, sponsored contract and regulatory requirements, efficiency of operations, and accuracy of programmatic and financial reporting. Provide feedback and recommendations on business risks and improving operational efficiencies and processes where appropriate.
• Direct the work of external auditors on select audits, as directed by the Audit Committee and senior management, to ensure the audit work remains within the prescribed guidelines.
• Coordinate and assist with the preparation of Audit Committee materials. Participate in quarterly or more frequent Audit Committee meetings
• Investigate and report to the Audit Committee on activity reported through company's Hotline / Whistleblower processes and assist in investigations.
• Recommend organization-wide training based on gaps identified to ensure adherence to Company's practices and policies. Stay abreast of emerging trends and successful practices in internal audit related to our funding and the non-profit sector more generally.
• Establish and assign departmental goals to team members and evaluate their performance.
• Responsible for coaching, mentoring, and developing career paths for direct reports.

Education and Work Experience Requirements

• A Bachelor's Degree in a related field. Graduate Degree a plus.
• 10 years of related work experience with at least 3 years in a Head of Internal Audit role or equivalent.

Other Knowledge, Skills and Abilities:

• Ability to effectively communicate with Board of Trustees and Senior Management.
• Must be ICAN certified
• Must have working knowledge of ERP software
• Preferably resident In Ibadan / Oyo environs.

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Job Description

• Provide and manage all resources the company requires to efficiently and effectively carry out its core businesses. In the process, make money, by managing expenses to the barest.
• Manage, Maintain, and Repair
• Keep updated company assets log – team is to update the company assets log, for presentation/submission to the accounts department and management, every quarter.
• Manage and ensure proper use of the company assets

Building:

• All building related documents are in place and renewed as and when due ie Insurance, Rent, other Government papers, tenement rate etc
• Activities like hoisting the flags by 8 a.m and lowered at 5;30 p.m, filling the people movement register should all be religiously carried out, monitored and documented.
• There is adequate supply of electricity (Public and private generated)

Motor Vehicle:

• Ensure all vehicle particulars, local govt papers and insurance are in place – Maintain a register to monitor each car’s documents.
• All cars must have a user signed allocation form attached to it. A user must be discharged of the allocation immediately car is retrieved from him/her.
• Document/file repairs to create proper history for decision making. Properly evaluate each repairs request before authorizing.
• Car repairs requests should be treated urgently.
• Ensure to have 3 to 4 active vendor alternatives.
• Each car’s file must contain information of ALL activities related to the car – ie from car picture, documentation of repairs, user of car, tyre replacement etc
• Every official car within the company’s premise must always be washed/kept clean ie if a car is washed, driven out and gets dirty it must be washed before being parked.

Supplies:

• Ensure adequate provision to prevent downtime. Storage.
• Standardize requisition processes for all supplies – replacements; accessories. Procure supplies by; obtaining requests from 3 to 4 vendors, negotiate price, and be mindful of quality.
• Keep log of procurement. Store items in frequent use.
• Device means to ensure materials are efficiently used
• Manage usage – to enable Admin department keep within expense budget

Travel:

• Standardize procedure/process and documents required before a travel.
• Consistently evaluate, & standardize cost of fueling per route for each category of vehicle

Services:

• Establish fire assembly point; fire alarms, service fire extinguisher. Perform fire drills
• Security – create job expectation for internal security. Maintain good relationship with external security agencies.
• Maintain good relationship with relevant government agencies. i.e police etc
• Maintain relationship with company’s lawyers
• Update staff of events through our communication channels.
• Keep a ‘Memo’ file, of copies of ALL memo’s issued, for referral
• Keep and update content of First Aid box
• Communicate via email, stickers or workshops, on required standards for handling company’s properties.
• a transaction that involves an email sent or document dispatched is NOT completed until you have received and appropriately filed/stored an acknowledgment for future referral
• Coordinate with Personnel for yuletide gifts
• Manage Staff Legal cases

Admin (Facility) - Building:

• Monitor to ensure external appearance of the building and its environs is clean and neat always i.e painted, grass, flowers must be well trimmed and watered, waste disposal, compound etc well maintained.
• Inside of building well cleaned, floors and offices should be cleaned before start of work at 8am, blinds dusted daily, waste bins disposed, toilets clean (roster in place) – provision of toilet utilities.
• The building appearance is neat and clean ie the walls well painted, signages are conspicuous and well lit.
• Regular inspection of premises to quickly address defects caused by wear and tear - Ensure conducive working environment.

Furniture and Fittings:

• Maintain a log for basic carpentry, fittings & furniture.
• Provide all items required in this category to enhance workflow.
• Adequate maintenance to prevent breakdown.

Plumbing and Electrical:

• All plumbing related activities i.e toilets, taps, tanks etc.
• All electrical related activities i.e a/c, lightings, switches should be monitored and maintained adequately.

Supplies:

• Device means to ensure that materials are efficiently used.
• Manage usage – ensure company keeps within expense budget.
• Team’s primary obligation is to properly manage the COMPANY’S ASSETS to ensure longevity.