Job Detail

About MEDAIR

Job Description

Internal Control:

• Carry out reviews of the existent internal controls in all departments (finance, logistic, HR, Admin, and program) in coordination with the department lead to assess their design and operating effectiveness.
• Prepare periodic schedules in coordination with line manager to carry out spot checks of existent internal controls for proper procedure implementation.
• Assist with facilitation of appropriate response to identified gaps in the control environment, including the monitoring of progress against agreed upon follow up actions. Where needed, line manager to escalate urgency with senior management.
• Assist with Implementation and follow-up of action plans to mitigate risks and address findings from audits and internal testing.
• Design of processes, reports and alert systems to detect fraud and anomalies and report complaints including developing appropriate SOP from time to time.
• Definition and maintenance of segregation of duties in various department and role.
• Develop and conduct adequate training on policy and controls and prepare related information material on the internal control objectives, approach, and methodology on a regular basis to build/ strengthen knowledge and understanding of risks and control.
• Actively seek standardization and automation, apply, and implement best practices for managing internal controls and deploy innovative technology where possible to enhance and continuously improve the design and operating effectiveness of the controls, documentation, assessment, and review procedures.
• Work collaboratively with different department and process owners to implement and monitor remediation efforts that result from internal control assessments, ensuring the effective implementation of corrective action. Accountability will rest with departmental leads and supported by role holder.
• Deliver adequate and timely action plans in coordination with the department lead to monitor progress to address and resolve control deficiencies.
• Formulate policies and procedures to improve internal controls, compliance, and efficiency.

Compliance:

• Review compliance with established key controls in finance, grant management, human resources, administration, supply chain and programs.
• Ensure compliance with all the local laws including taxation, social security, labour laws and donor rules and regulations by providing continuous training.
• Ensures that all staff who are involved in procurement, payment, and even budget holders understand donor’s financial guideline, rules and regulation for procurement account and reporting.   
• Performs due diligence review and expenditure verification.
• Management of compliance requirements in coordination with concerned departments (especially finance, human resource, supply chain/logistics and etc).
• Implement and manage an effective legal compliance program.
• Advise management on the compliance with laws and regulations through detailed reports.
• Create and manage effective action plans in collaboration with departmental matrix managers in response to audit discoveries and compliance violations.
• Ensure all employees are educated on the latest regulations and processes.
• Resolve employee concerns about legal compliance.
• Educate and train employees on regulations and organization practices.
• Address employee concerns or questions on legal compliance
• Ensure that grant and fund requirements are meet and follow up and feedback on non-compliance.
• Keep the Finance Manager informed on all major compliance issues/challenges and provide technical input to meet grant and donor requirements.
• Compliance review of transaction exceeding USD 5,000.
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Audit

• Prepare and regularly update audit schedule list of all external and internal audit actions while following up with process owners to update and share the progress on audit actions.
• Actively engage with internal and external auditors to ensure consideration and resolution of all relevant risks and audit findings.
• Create and manage effective action plans in response to audit discoveries and compliance violations.
• Regularly audit organization procedures, practices, and documents to identify possible weaknesses or risks.
• Maintain an adequate filing system for all financial and accounting deliverables to ensure ease of access during internal/external audit.
• Contribute to the preparation of audits and lead the preparation for local audits including by providing required information and address disallowed costs.
• Coordinate with internal and external parties of Medair to assure follow up actions and implementation of audit recommendations and addressing common audit finding related to different grants.

Capacity Strengthening:

• Design and facilitate institutional capacity strengthening plans for project staff and partners. Provide clear guidance on donor policies and procedures to other staff and partners.
• Works with the relevant staff on arrangement of trainings, workshops, and meetings materials.
• Facilitate training sessions on grants management, internal control, and compliance.
• Raise fraud awareness across the entire workforce.
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Others:

• Meet the related administrative requirements of Medair, donors, local legislation, suppliers, contractors, and any other stakeholders, so that the financial aspects of the programme function efficiently, effectively and with integrity.
• Ensure a clear and transparent paper trail is in place for all transaction, that records are kept in an orderly fashion and that the filing (archive) system is in line with Medair internal archiving policies and meet donor requirements.
• Advise project and support staff on best practice, remaining efficient and compliant.
• Develop and maintain a communication structure with colleagues to ensure they are kept informed of applicable financial activities and requirements, including the distribution of key financial information.

General responsibilities:

• Immediate notification of any suspicion of fraudulent activity amongst staff and external links.
• Adherence to Medair, policies, values and to contribute to the wellbeing of the team as an active member.
• Adherence to Afghanistan government law (labour, tax, NGO law)
• Adherence to donor regulations

Skills Required

• having experience in the mentioned field

Submission Guideline:

Note: Please indicate the position tittle and vacancy number in your application letter. Applications received after the closing date or without the exact position title and vacancy number will not be given consideration. After submitting the online application, if some applicants do not immediately receive an automatic email from Medair, they shouldn't worry about their submission. When you open the link. please use the dropdown menu and choose the tittle of the position.

Note: 

Medair will provide the following benefits for the selected candidate:

• Competitive salary 
• Employment benefits such as (medical, transportation, economic hardship, food, Mahram and accommodation for non-residents)
• Annual leave, sick leave, maternity leave, and other types of leave as per Medair policy. 

Submission Email: