Pakistan: Compliance and Finance Controller Intern - Pakistan

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Our interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context. Our 3,300 staff is committed in to responding to emergencies worldwide, to supporting recovery and rehabilitation, towards sustainable development.

Our teams in the field implement some 340 projects in 34 countries covering the following sectors emergency relief, food security, access to health, education and training, economic development, microfinance, advocacy, institutional support, and regional dialogue, cultural promotion.

Based on considerable experience addressing the needs and situations of vulnerable communities, ACTED contributes to the international agenda towards reaching the Millennium Development Goals, through a wide range of partnerships, innovative initiatives, and campaigns.

II. Country Presentation

Projects: 34 (2011)

National staff: 827 (2011)

International Staff: 16 (2011)

Capital Office: Islamabad

Total number of direct beneficiaries: 5,369,006 (2011)

Budget: 29, 6 M Euros (2011)

ACTED has been present in Pakistan since 1993, when it registered its first office in Peshawar. Since, we have developed extensive experience in programmes focusing on emergency response, local governance and community mobilisation, on and off-farm livelihoods support, education and vocational training, community-based rehabilitation and construction, shelter, water and sanitation and health and hygiene. In addition, ACTED has been providing monitoring, evaluation, information management to a wide range of stakeholders in Pakistan to promote humanitarian coordination and effectiveness.

In recent years, ACTED has provided extensive emergency and early recovery assistance to disaster-affected families in Pakistan. This assistance has included shelter construction, food distributions, the provision of clean water and sanitation facilities, hygiene campaigns and support for the resumption of livelihoods activities through the distribution of seeds, livestock and farming tools, the promotion of home-based micro-businesses for women and cash for work schemes including the rehabilitation of community productive infrastructure.

In 2001-2002, the organisation provided assistance over 20,000 displaced Afghan refugee families in Pakistan. ACTED was a leading actor in responding to the massive 2005 earthquake, which took 75,000 lives and affected over 100,000 others in eastern Khyber Pakhtunkhwa (KPK) province and Azad Jammu and Kashmir (AJK).

In 2009, following the displacement of over three million people in KPK, ACTED provided support to IDP populations throughout Swat, Nowshera, Buner, Lower Dir and Upper Dir districts.

ACTED’s mission in Pakistan expanded into Punjab and Northern Sindh provinces following the unprecedented monsoon floods that swept across Pakistan in July 2010, claiming 1,700 lives, destroying close to 1.8 million homes and affecting a total of over 20 million people across the country. In 2011, as floods in lower Sindh affected a further 9.2 million people, destroying over 315,000 homes and leaving 43% of local populations severely food insecure, ACTED was able to immediately provide emergency relief to flood-affected families drawing upon its strong presence and experience of the local context.

Today, ACTED’s experienced team of 700 national staff and 11 international staff continues to support the relief, recovery and development needs of conflict- and flood-affected communities in four districts of KPK (Swat, Upper Dir, Lower Dir and Kohat), six districts of Sindh (Kashmore, Jacobabad, Shikarpur, Mirpur Khas, Sanghar and Umerkot), one district of Punjab (D.G. Khan) and two agencies of FATA (Orakzai and Bajaur), ensuring access to remote or complex areas and the relevance and effectiveness of our programmes.

III. Position Profile

The Compliance & Finance Controller Intern is in charge of the implementation of ACTED’s compliance process in the relevant country and in preparing management indicators to help Country Finance Coordination in decision making.

The Internal Audit Department has been created to provide for an independent assurance perspective with regard to all ACTED operations.

The Internal Audit has to be an independent and objective assurance activity designed to add value and improve the organization’s operations. Amongst many other things, Internal Audit helps to ensure that all assets and interests are properly protected from any loss or harm and that existing resources are used in the most economic and efficient way.

The procedure that integrates the information coming from the different departments in ACTED is called the

FLAT. FLAT stands for Finance Logistics Administration Transparency. The FLAT aims at centralizing, integrating and harmonizing the information coming from Finance, Logistics, Administration and Programme for each project (including the Implementing Partner information).

It is crucial internally in terms of knowledge management for each project as this is the main source of information available for each stakeholder of a project. This is a valuable internal control tool.

Furthermore, the general aim behind FLAT is linked to audit of projects. FLAT folders are our main tool to be ready for audits by donors.

Functions in terms of compliance and internal audit

**1.*****Supervise the whole FLAT process :*

· Support the FLAT officer in compiling and filing all project related financial, logistics, administrative, and programme information in the designated project Compliance folder. During this time it should ensure that all Compliance folders are duplicated (photocopied) regularly with any arrival of a new document;

· Follow-up of the Compliance process at base level by ensuring the regular (fortnightly) transfer of the project(s) Compliance documentation to the capital office;

· At the end of the project, ensure the centralization of all Compliance folders at the Capital office;

· Facilitate the country Compliance review process once the project has been terminated and ensure the accurate documentation of costs/expenses allocations within the documentation;

· Submit the completed Compliance folder (final version) to Coordination once the Compliance review process has been completed and ensure that the Compliance folder is securely archived.

**2.*****Ensure the external audit preparation*

· Facilitate the preparation for country external audits and regularly update the Country Director, the Regional Audit Manager and the Audit Manager of the progress through the relevant follow-up memo;

3.*Contribute to ACTED compliance and accountability:*

· Provide timely supplementary quality control of the Compliance documentation by checking the accuracy and consistency of the information between the related documents and report discrepancies immediately to the department concerned for corrective action;

**4.*****Reporting :*

Functions in terms of Finance Control

**1.*****Cost Analysis:*

· ACTED [Country]’s monthly running cost;

· Conduct a market survey upon the request of the CFM;

**2.*****Allocations Controls:*

· Follow up of ACTED’s resources allocation on projects at country level;

· Cross-check of allocations with Human Resources and Logistics departments;

**3.*****Budget and Financial Reports Controls*

· Cross-check Saga, Budget Follow-up, Contract Follow-up, Debt follow up, etc.

· Review of Financial Report: accounting data, cross-check between annexes to the financial report and Saga (staff list, assets, stock, significant procurement contracts, crosscheck financial vs. narrative info, draft narrative financial report etc.).

**4.*****Links with other departments*

· Ensure that Log/HR procedures are respected (Payroll, Contract Follow-up, …)

· Reinforce links with these departments and create transversal follow up tools.

**5.*****Funding Structure:*

· Analysis of ACTED resources to be funded on new proposals;

IV. Qualifications:

• Postgraduate diploma in Finance/ Audit or International Relations

• Previous related work experience, preferably in the humanitarian field w/knowledge of finance and logistics

• Postgraduate diploma in relation to the position
•Excellent English writing and communication skills
• Ability to work efficiently under pressure
• Ability to work in an unstable security environment moving
•Willingness to work and live in often remote areas under basic conditions
• Ability to work independently and creatively about the land and capital

V. Conditions:

Field Intern benefits include: a 300 USD per month living allowance, coverage of all accommodation, food, guesthouse and travel costs, a luggage allowance of 50 kg., and the provision of medical, repatriation, and life insurance.

Please send, in English, your cover letter, CV, and three references to jobs@acted.org with the job offer reference as object of your email