Pakistan: Internal Compliance Officer – Pakistan

Department: Audit

Position: Internal Compliance Officer – Pakistan

Contract duration: 6 months, renewable

Location: Islamabad, Pakistan

Starting Date ASAP

I. Background on ACTED

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential.

ACTED endeavours to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential.

We go the last kilometre: ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. ACTED develops and implements programs that target the most vulnerable amongst populations that have suffered from conflict, natural disaster, or socio-economic hardship. ACTED’s approach looks beyond the immediate emergency towards opportunities for longer term livelihoods reconstruction and sustainable development.

With a budget of 164 million EUR in 2014, ACTED is active in 35 countries and implements more than 450 projects a year reaching over 8 million beneficiaries with 400 international staff and 4,300 national staff.

II. Country Profile

Capital Office: Islamabad

Projects: 18 (2014)

Budget: 12.9 M Euros (2014)

National staff: 460 (2014)

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 Internal Compliance Officer is responsible for ACTED FLAT (Finance, Administration and Logistics) and Human resources (staff management, and day to day follow up of tasks and achievements). The Reporting Officer ensures the production of timely reports for the Reporting Manager as well as the Country Director. He/she assists the Reporting Manager and the Country Director in developing internal and external country communication strategies.

Responsibilities:

I. Administration Management

• Ensure that weekly FLAT meetings be held regularly and minutes to be shared with participants;


• Review and check Administrative official documents prior to be signed and approved by Regional director or his representative;


• Assist Regional Director or his representative to draft internal notes, regulation, memos etc. in line with ACTED policies and requirements


• Follow up of Legal-related issues, in coordination with the lawyer (Mission registration, Professional license, Work permit & visa issues for internationals staff)


• Supervise the Administrator performance and provide support;


• Provide support to ensure ACTED compliance meet the legal requirements of the country;


• Ensure that ACTED offices work in accordance with ACTED Management Guidelines and the Labour Code of the country;


• Supervise Administrator in all lease agreement, meetings & discussion;

II. Human Resources Management

• Check and control the monthly Staff Titanic reports prior to be signed and approved by Regional Director or his representative & send to HQ on time;


• Ensure all staff (national & international) have comprehensive ToRs;


• Ensure the implementation of ACTED HR Manual & its standards templates on line with Country labour law & internal regulations


• Ensure each new international staff Settle in properly in their first week of arrivals


• Follow up of International staff Appraisal forms with Regional director or his representative;


• Review and update (or benchmarking if needed) the national staff grade, salary & position to be in line with country approved salary grid.


• Prepare the International staff presence table and Paid Leave table follow up and send it on a monthly basis to HQ HR dept.


• Support HQ HR on provision of required documents linked with International staff (up on request)


• Follow with HQ HR the international staff recruitments (arrival & departure)


• Participate and supervise the interview panel and provide initial approval to new staff recruitments as per requirement and pre-approval of Regional director or his representative;


• Ensure that Administrator collects all necessary documents of applicants as indicated in ACTED HR Manual;


• Ensure that Administrator checked successful candidate “Reference Check” prior to offer the position;

III. Finance

• Support Head of Finance on day to day Finance work;


• Ensure that an updated allocation (staff, assets, premises) is available;


• Ensure staff insurance and security payments are released on monthly basis;


• Support Finance on all payments and cash transfers after review of PR, ROP;


• Perform Cash count on Weekly basis and sign the sheets

IV. Logistic

• Review & prepare all procurement contracts and ensure the procured items fairly costs and prices as well as quality


• Supervise the day to day procurements and set up a thorough cost control mechanism;


• Ensure an up to date asset management and office/GH inventory is existed and is following by night secretary


• Ensure a monthly transport/fuel follow up is updated and followed by Administrator


• Support Administrator on arrangement of guard’s & drivers’ duty schedules;

V. Filing

General Filing:

• Review and standardize all ACTED FLAT filing system (for Admin/HR, Logistics & Finance);

Personal Folders:

• Support Administrator to ensure all staff National and International has updated personal


• Ensure that the personal folder database have been updated by Administrator and provide him/her regular support;

VI. Capacity Building

Internal Training/External Training:

• Organize regular training for staff based on requirement, confirmation of line managers and approval of Regional Director or his representative;


• Organize brief Training for all new International/national staff on ACTED system, procedures, code of conduct and internal regulation.

Search various sources (websites, newspapers, education trainings centres) to introduce staff for short terms courses & training (after approval of Regional Director or his representative)

IV. Qualifications

 Master Level education in a relevant field such as International Relations or Development

 1-2 years previous work experience in a relevant position

 Experience in Finance, Logistic, Administration

 Proven capabilities in leadership and management required

 Excellent skills in written and spoken English

 Strong negotiation and interpersonal skills, and flexibility in cultural and organizational terms

 Ability to work well and under pressure

V. Conditions

• Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance are considered for pay bonus


• Additional monthly living allowance


• Free food and lodging provided at the organisation’s guesthouse/or housing allowance (depending on contract length and country of assignment)


• Transportation costs covered, including additional return ticket + luggage allowance


• Provision of medical, life, and repatriation insurance + retirement package

VI. Submission of applications

Please send, in English, your cover letter, CV, and three references (where possible) to jobs@acted.org

Ref: FLATO/PAK/SA

ACTED

Att: Human Resources Department

33, rue Godot de Mauroy

75009 Paris

FRANCE

For more information, visit us at http://www.acted.org