Job Description

TITLE:  Internal Controls and Compliance Assistant

Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. Current programming focuses on child protection, child rights governance, education, health, livelihoods, nutrition and WASH. In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya. In February 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own. Save the Children now has an operational presence in Busia, Dadaab Refugee Camp, Garissa, Mandera, Nairobi, Turkana and Wajir. We work through partners in many other parts of the country. We have a staff complement of around 400 staff and an operating annual budget of approximately US$32 million in 2023

ROLE PURPOSE: 

S/He will work closely with the finance and programme teams to ensure efficient support is given to external audit teams with the aim of minimising any issues arising from external audits. In addition, he/she will promote and instil a culture of compliance throughout SC Kenya programme and its partners. Under the direction of the Internal Controls and Compliance Coordinator, he/she will support in overseeing adherence to internal policies and procedures and donor compliance regulations, ensuring that any non-conformities are documented, investigated, and resolved.

Contract Duration: 1 year

Location: Nairobi

Reports to: Internal Controls and Compliance Coordinator

Directly reports: None

KEY AREAS OF ACCOUNTABILITY: 

EXTERNAL AUDIT SUPPORT

• Under supervision of the Line Manager, lead on project audits in liaison with Awards, Finance staff and the relevant project managers ensuring donor compliance with responsibilities including:
• Coordinating the entire process of external audits and if need be, accompany the auditors to field offices. 
• Identification of documents required by the auditor.
• Sharing with the area offices the audit timelines and requirements.
• Liaise with programmes and departments in providing management comments to issues raised by the auditors.
• Clarify and share questioned transactions from auditors for cross department responses.
• Coordinate entry and exit meetings with the auditors.
• Track and communicate audit findings and recommendations to the Line Manager for sharing with SMT on a quarterly basis and follow up with relevant department to ensure corrective actions are taken.
• Visit field offices and review internal processes (financial and non- financial) according to Save the Children regulations.
• Document audit findings and report to the line manager.
• Review award files, reports and documents prior to any in country donor audit, making sure that everything is present and that all main compliance points have been tested.

DONOR COMPLIANCE

• Summarizing regulations and requirements for all Save the Children Kenya programme donors and all other major institutional donors, and circulating to relevant staff.
• Train and support budget holders, other departments, staff and partners in the relevant donor regulations, promote awareness of the importance of adherence to all guidelines.
• Take part in proposal development and advise on donor compliance. 
• Take part in new award start-up meetings to ensure that budget holders understand donor compliance regulations.
• Ensure Save the Children Kenya programme is complying with all applicable, reporting requirements and regulations.

PARTNERSHIP COMPLIANCE

• Visit field offices and partners to review source documents and processes according to donor guidelines.
• Document findings and report to budget holders and Line Manager.

INTERNAL SYSTEMS COMPLIANCE

• Update the operations teams, finance and partners with changes in donor regulations.
• Make sure that document retention is in accordance with donor guidelines and a clear process is in place for regular secure storage.

FRAUD AND INVESTIGATION

• Participate in fraud investigation cases that may arise under the supervision of the Line Manager.

BEHAVIOURS (Values in Practice) 

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters.
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency

Experiences and Qualifications

• Bachelors of Commerce degree in Finance or equivalent. 
• Professional qualifications in Accounting (CPA part III or ACCA II).
• Recommended a minimum of 2 years’ experience in Auditing, Awards (Grants) management or donor compliance.
• Proven knowledge of compliance regulations for all major donors; USAID, EC, ECHO, DFID, UN bodies.
• Strong working computer skills especially in accounting packages.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Strong results orientation, with the ability to challenge existing mind-sets.
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
• Ability to present complex information in a succinct and compelling manner.
• Ability and willingness to dramatically change work practices and hours, and work with incoming surge teams, in the event of emergencies.
• Fluency in English, both verbal and written, required. 
• Have strong report writing skills. 
• Willingness to undertake high amount of travel to field locations (up to 50%).
• Commitment to Save the Children values.

Skills Required

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