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­AT OXFAM, WE WON’T LIVE WITH POVERTY. Together we can end extreme poverty for good. Will you join us?

Audit and Compliance Coordinator

business support

Closing date:                 - April 20, 2021

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

ABOUT OXFAM

Shaping a stronger Oxfam for people living in poverty. Oxfam is a global movement of people who won’t live with the injustice of poverty. Together we save and rebuild lives in disasters. We help people build better lives for themselves. We speak out on the big issues that keep people poor, like inequality, discrimination against women and climate change. And we won’t stop until every person on the planet can live without poverty. Oxfam GB is a member of the international confederation Oxfam.

OUR TEAM

The Business Support team is responsible for the Management of resources: finance, information technology, premises, stocks. Procurement of resources, Security management, Legal and compliance and Safeguarding

JoB Purpose

The role controls that all Oxfam and partner’s activities are compliant with internal and donor rules and procedures and coordinates all internal and external auditing functions.  To support the country programme to comply to internal and relevant external policies, risk mitigations and procedures. Ensure adherence with Oxfam policies, tools, handbooks and guidelines and Monitor the compliance of Oxfam’s policies, procedures and controls through regular spot checks, field visits, and in-depth reviews, in direct coordination with the direct line manager, and report any breaches/concerns to the line manager and/or focal point for proper action.  The role ensure Partner Compliance and financial monitoring to ensure donor and Oxfam’s procedures are adhered to. Compliance of policies and procedures (Finance and HR)

Internal Regulatory Compliance (Aid Diversion, GDPR, Anti-Fraud, Incident management Aid Diversion, GDPR, Anti-Fraud, Incident management)

Core Details

Location:

Islamabad

Internal Grade:

D1

Contract type:

Fix Term

 

Hours of work:

 37.5 hours per week. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at interview stage

This role reports to:

Funding & Business Development Manager. Dotted Line management with CD and Business Support Manager for specific tasks like External/Internal Audit, safeguarding, Fraud, GDPR etc. as this requires Independence, objectivity & confidentiality.

Staff reporting to this post:

None

Annual budget  for the post:

None

 

 

key Responsibilities

1.     Internal audit and compliance checks, to guarantee a proper follow up of the policies, procedures, and systems in place (40%)

  • Coordinate Internal & External, pre-post audit support & consolidate recommendations made in internal and external audits and evaluations for submission Plans prepares and supports for statutory audits, donor/project audits and tax audits, Prepare the term of reference for all Audit assignments as required, management Letter Responses and finalize Audit.
  • Monitor implementation of action/corrective action plans relative to both internal and external audits
  • In coordination with relevant teams, perform periodic internal control reviews of in-country financial, procurement, human resource, and logistics procedures
  • Conduct spot checks and Carries out periodic review of financial systems, data base and internal controls and report on any deviations and recommendations to improve the system
  • Perform internal investigations related to compliances and fraud risks along with team working closely with country Director and the ASIA Counter Fraud Manager.
  • Plan, execute and evaluate investigative work in accordance with Oxfam standards and donors rules within relevant legislation as and when required.
  • Perform other counter misconduct and compliance related duties as determined and assigned by the Line Manager as and when required
  • Carries out periodic review of financial vouchers and programme record to ensure Oxfam internal and donor financial rules & regulations.
  • Ensures the implementation of the Annual audit plan to provide assurance on the effective management of risks and functioning of internal controls.
  • Making sure that audit reports prepared as a result of audits and review assignments are based on sufficient and reliable audit evidence.
  • Is a member of the procurement committee
  • Proactively monitors and assesses the quality of existing controls across the Country Program and ensure practice of all controls/measures, to minimize the risk of fraud and theft.
  • Keep up to date on developments in the areas of general accounting, auditing, non-profit issues, Government of Pakistan, and other regulations.
  • Coordinate with stakeholders (Finance, Human Resources, and Logistics teams, Programmes Management Unit, Safety and Security Team, EA-Node Compliance Coordinator, Auditors, CLT and SMT)

2.     Partner Grant Agreement, Capacity Building and Auditing (25%)

  • Support pre-partnership finance assessment to ensure that partner organization has capacity to fulfil the contractual obligations without funding risk and carry out necessary preparation for partnership agreement   
  • Support the relevant departments to mitigate possible risks on Oxfam reputational and programme financial risk while working with Partners,
  • Support annual partners’ performance assessment and provide recommendations inline with country partnership strategy and principles adherence,
  • Spot review and audit of the partner’s financial reports regularly, and ensure the reports are in line with Oxfam’s and donors reporting requirements through field visits and partner monitoring
  • Support and ensure Partner’s organizational policies and operating guidelines are adequate and updated to meet the minimum standard/s in the changed context in terms of Oxfam’s requirements and applicable laws,
  • Ensure Partner's Capacity and Risk Assessment (PCRA) is conducted as per plans and take appropriate recommendation and corrective action to mitigate the risks,
  • Ensure partner organizations meet all applicable statutory requirements and governed by rule of laws,
  • Support partners to identify possible ways of irregularities and exercise necessary controls to mitigate possible risk in future,
  • Audit partners’ financial reports and achievements, identifying suspicious activity that could be fraud or corruption, establish efficient data management and corporate memory system in place. 
  • Ensure implementation of best practices in financial management (e.g. practices that promote cost effectiveness, efficiency, financial integrity etc.) and Oxfam partnership policy at partner organizations

3.     Mapping Risk, Conduct Threat & Vulnerability assessment, Prepare Action Plan and Document How Risk Assessments are Conducted (10%).

  • In coordination with the country management team and program managers, maintain the country programme Risk Register to identify key risks and document strategies to mitigate these risks.
  • Manage the quarterly update process and ensure communication of action plans.
  • Identify and rate the risk of threat (High, Medium, Low) for Oxfam in collaboration with the country management team and program managers.
  • Risk assessment, which involves analysing risks as well as identifying, describing, and estimating the risks affecting the Oxfam 
  • Work closely with the Oxfam SMT to support on operational, financial risk and process decisions; ensure ongoing operational & Financial risk-taking activities remain consistent with Oxfam program parameters and all policies and procedures.

4.     Internal Regulatory Compliance (Safeguarding, Aid Diversion, GDPR, Anti-Fraud, Incident management) (15%)

  • Coordinate the development and review of Country Office Risks Register and monitors the effectiveness of the controls put in place by management to manage these risks.
  • Ensures compliance with local statutory laws and Oxfam accounting policies.
  • Ensure Gap analysis is completed, which covers all the regulatory requirements and assign risk to each regulation concerning the county programme's ability to comply with.
  • Provide information to relevant team to liase with government and update the information (projects, budgets etc.) Aid Management platform

5.     Training: - Train employees on compliance guidelines, requirements and standards, ensure staff are trained on GDPR, Aid diversion & Anti- Fraud regulations (10%)

  1. Support to deliver Oxfam’s training packages to counter fraud and corruption risk mapping across the country & Partners with Regional Counter Fraud Manager
  • Design and deliver capacity building training covering Finance, HR & Logistic, Governance and Taxation compliances to Partners’ finance and non-finance personnel as a part of the Partner capacity development process,
  • Support partners in sustainable institutional development process, to establish sound financial management systems and procedures and effective internal control system,
  • Support Fraud awareness messaging in the Pakistan Country Program
  • Provide support in arranging training courses in financial skills for non-accounting staff to Oxfam/partners team
  • Provides support and guidance to partnership compliance team specifically in monitoring, statutory compliance and other practical/technical input to partners

7.     Other

  • Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women's rights
  • Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles.

skills, experience and knowledge

Technical Skills, Experience & Knowledge

Essential

  • Professional degree in accounting / finance from a reputable institute or equivalent professional qualification from a professional accounting body
  • Familiar with International / Pakistan/Internal Audit Standards
  • Minimum of 3-5 years of internal/ external Audit experience including in development sectors
  • Comprehensive knowledge and experience of relevant areas of responsibility (financial and non-financial)
  • Excellent facilitation, analytical, advisory and planning skills.
  • Commitment to delivering against agreed deadlines
  • Experience and capability in training staff in Financial procedures and concepts
  • Ability to prioritize own/department workload; to take responsibility for the own and department’s work; to work independently within a team and with initiative
  • Ability and experience to work with/manage multi-donor contracts finances

 Desirable

  • Strong computer literacy, strong proven experience in computerized accounting packages, preferably PeopleSoft, Excel Spreadsheets, Internet based programs
  • Excellent communication and interpersonal skills with an aptitude to bring positive changes ·Knowledge about financial procedures of major donor agencies e.g. EC, ECHO, FCDO, MOFA Netherlands, SIDA, etc
  • Commitment to the aims, objectives and Oxfam's organisational culture
  • Knowledge or appreciation of Pakistan in terms of its political, economic, and social trends plus a good understanding of the key development and humanitarian issues in the Country.
  • knowledge and experience of conducting investigation is desirable
  • Ability to work effectively and sensitively
  • Willingness and ability to travel at short notice and/or to work extra hours as necessary, often in difficult circumstances.

Key Attributes

  • Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities
  • Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work
  • Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible

Organisational Values

  • Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions
  • Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen
  • Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences

 Note to candidates: Shortlisted candidates will be assessed on our organisational values and attributes at the interview stage. The successful candidate(s) will be expected to adhere to our code of conduct. We encourage candidates to read and understand our code of conduct here.

At Oxfam, our job descriptions provide a guide to what might be expected in the role. Along with our strategy the job profile is used to help to shape specific objectives for employees. Employees are supported to deliver these objectives and they are annually assessed against them as part of the Oxfam performance review process. This job profile is not incorporated into the employment contract.

OXFAM LEADERSHIP COMPETENCY FRAMEWORK –

Competencies

Description

Decisiveness

We are comfortable to make transparent decisions and to adapt decision making modes to the context and needs.

Influencing

We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organization We spot opportunities to influence effectively and where there are no opportunities we have the ability to create them in a respectful and impactful manner.

Humility

We put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization.

Relationship Building

We understand the importance of building relationship, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organization.

Listening

We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear, and consider different preferences.

Mutual Accountability

We can explain our decisions and how we have taken them based on our organizational values.  We are ready to be held to account for what we do and how we behave, as we are also holding others to account in a consistent manner.

Agility, Complexity, and Ambiguity

We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of elements interacting in diverse and unpredictable ways.

Systems Thinking

We view problems as parts of an overall system and in their relation to the whole system, rather than reacting to a specific part, outcome or event in isolation. We focus on cyclical rather than linear cause and effect. By consistently practicing systems thinking we are aware of and manage well unintended consequences of organizational decisions and actions.

Strategic Thinking and Judgment

We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values.

Vision Setting

We have the ability to identify and lead visionary initiatives that are beneficial for our organization and we set high-level direction through a visioning process that engages the organization and diverse external stakeholders.

Self-Awareness

We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes.

Enabling

 

We all work to effectively empower and enable others to deliver the organizations goals through creating conditions of success. We passionately invest in others by developing their careers, not only their skills for the job.  We provide freedom; demonstrate belief and trust provide appropriate support. We give more freedom and demonstrate belief and trust, underpinned with appropriate support.

how to find out more about us

Find out about everything we do - http://www.oxfam.org.uk/what-we-do

Get a feel of what it is like to work at Oxfam - http://www.oxfam.org.uk/what-we-do/about-us/working-at-oxfam/life-at-oxfam

Find out more about our pay & benefits - http://www.oxfam.org.uk/what-we-do/about-us/working-at-oxfam/what-oxfam-offers

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HOW TO APPLY

If you meet the requirements as cited in the Job Profile, please send your applications online at settings below:

https://jobs.oxfam.org.uk/vacancy/13814/description OR visit our website www.oxfam.org.uk/jobs using the job reference number INT7440.

Oxfam GB offers competitive salary, excellent benefits and opportunities for growth. At Oxfam, we are committed to ensuring diversity and gender equality within our organization and strongly welcome applications from women and under represented groups to apply for this position. Oxfam does not discriminate against applicants or employees based on their HIV/AIDS status.

P.S. The successful candidate will be subject to screening procedure.

Oxfam is committed to safeguarding and promoting the welfare of children, young people and adults and expects all staff and volunteers to share this commitment. We will do everything possible to ensure that only those that are suitable to work within our values are recruited to work for us. This post is subject to a range of vetting checks.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

Apply online

·         Go to: for external applicants:

https://jobs.oxfam.org.uk

·         For internal applicants:

https://jobs.oxfam.org.uk/internal

·         Search for the vacancy using the reference number

·         Complete the online application process

·         Ensure you submit your application before midnight (GMT) on the closing date. Unless a different time is specified in the advert. 

What will I need

·         Each recruitment is unique and you will need to follow the instructions part of the online application process. You will usually be asked to provide:

·         Your personal contact details

·         The details of your referee(s)

·         Details on how you meet the skills, experience and knowledge that are required for this role

Support and help

·         Look at our how to apply section for helpful tips

http://www.oxfam.org.uk/what-we-do/about-us/working-at-oxfam/how-to-apply-for-a-job

·         Technical glitch? If you have any issues when submitting your application please contact

[email protected]

·         We are unable to accept prospective application but you can sign up for our job alerts here

https://jobs.oxfam.org.uk/alertregister/

Oxfam is a Disability Confident Employer. Should you be unable to submit your application online and would prefer an alternative method please contact our recruitment team.

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