HQ - Gaziantep
Shafak was officially established on 10-10-2013 (registration no. 27-016-129). It was founded during the early months of the Syrian Crisis in 2011. At its core, Shafak is a grassroots NGO that was formed by Syrians for Syrians, with the intent of addressing the needs of their life with dignity, equality, and humanity with a focus on sustainability and autonomy.
Shafak is an impartial, independent, non-profit NGO that exists for the express purpose of providing humanitarian services to vulnerable people regardless of political or religious affiliations and in the long run to contribute to recovery and rebuilding the society on a freedom, justice, and equality basis.
The position’s scope:
The Compliance Coordinator will be part of an independent team, responsible for supporting Shafak to comply with local applicable laws, Shafak’s internal policies and procedures, and donors’ rules and regulations.
The compliance unit will be carrying out independent check and monitoring to the grants, received from different sources of funding, and implemented by Shafak and provide guidance on how to ensure full compliance and adherence to the three layers of compliance (local applicable laws, internal policies and procedures, and donors’ rules and regulations). This will be carried out in close coordination with Shafak’s Internal Auditing, Programme, Finance and Operation departments as necessary.
The position holder will report to the Business Development and Compliance Manager, within the Grants and Compliance department and will supervise Compliance Snr Officer, Compliance Assistants.
The Business Development and Compliance (BDC) department is composed of two units, Business Development (Grant Management) unit and Compliance unit. The Grant Management unit is responsible for ensuring that grants are well developed, managed and in line with its approved work plan, cost and time; while the compliance unit is responsible for ensuring that internal Shafak’s, local applicable laws and donors requirements are met throughout the grant life cycle.
Reports to; Business Development and Compliance Manager
Supervision Responsibilities: Compliance Snr. Officer, Compliance Assistant, as applicable
Key areas of accountability and responsibilities:
- Develop and maintain grant Compliance procedures to ensure compliance with donors/ rules and regulations, applicable local laws and Shafak’s internal policies and procedures throughout the grant life cycle (from design/preparation phase, contracting, inception, implementation, reporting, audit, and close out), in coordination with relevant departments/functions (Programme, Finance, Operations, Internal Auditing, Grants, and MEAL).
- Monitor compliance in the implementation of Shafak’s policies, donors’ rules and regulations, procedures and controls through regular spot checks and in-depth reviews.
- In collaboration with the Internal Auditor, support in the investigation of allegations of suspected fraud or misconduct and provide required input/assistance as necessary.
- Provide support and follow up on the recommendations made in internal and external audits, spot checks, verifications and evaluations and establish controls and mitigation measures to avoid similar findings in the future, providing regular updates to management on progress towards such controls.
- Develop and maintain annual compliance plan for all grants and ensure proper follow up/implementation of the recommendation given during the implementation of the compliance plan.
- Prepare compliance reports for each grants implemented by Shafak and share with relevant department heads for follow up and implementation of corrective actions if necessary.
- Support the relevant departments of Shafak for the preparation for any external audit/spot check, evaluation, and verification.
- Design, adapt and implement, as part of the compliance plan, compliance capacity building sessions, including trainings, orientation/induction sessions, coaching sessions, etc., for Shafak relevant departments on compliance with donors’ rules and regulations, anti-terrorism, role of compliance unit, etc. and ensure that developed materials inputs are relevant to the context.
- Provide timely advice/consultations on donors’ rules and regulations to relevant departments, as well as providing problem-solving solutions to bottlenecks faced throughout the grant life cycle to be compliant with Shafak policies and donor regulations, develop and implement solutions to reconcile the compliance requirements of donors with Shafak’s policies and procedures.
- Identify vulnerability and risk within current grants and proactively suggest together with management corrective actions.
- Where necessary, in coordination with relevant heads of department and internal auditor, review and provide necessary recommendation to Shafak’s internal policies and procedures to be in full adherence to donors’ rules and regulations.
- Stay abreast of changes in regulatory environment related to donor/grant compliance; and inform relevant heads of department of any changes in the regulatory environment.
- Be well-informed and familiar with all Shafak’s policies including: Code of Conduct, PSEA, safeguarding policy, Fraud policy, Whistle Blowing, Supply Chain, Finance, HR, Grants Management, etc.
- Participate in grants kick-off, review and close out meeting to ensure adherence to the layers of compliance throughout the grant life cycle.
- Review of grant agreements before signature and execution to ensure that Shafak is aware of the contractual obligations and donors regulations before execution, and extract the donor rules and regulation into the contractual obligations sheet.
- Carry out periodic review and check of framework agreements, contracts to ensure they adhere to internal policies and procedures, and donors’ regulations.
- Provide a final review of procurement processes, over an established threshold, to ensure adequate supporting documentation, compliance with Shafak’s Procurement Manual and donor regulations;
- Act as a primary liaison to sub-recipients for compliance-related matters, as well as review of their reports, supporting documents, agreements, etc.
- Review projects financial reports before submission to donors, ensure that supporting documents of expenses are related to their grants and in accordance with the donor regulations through carrying out sample auditing.
- Communicate donors’ comments on the financial reports to the relevant teams within the organization, provide guidance and support to appropriately address the comments, and ensure the financial reports are fully adhered to donors’ rules and regulations.
- Collect all comments from donors on monthly basis and share with the relevant departments as a reference to avoid repetition in the next reporting period.
- Review note to files, explanatory notes, waivers, related to clarifying eligibility and relevance of costs, discrepancies, etc.
- Review timeliness and accuracy of compliance with donors reporting to ensure accuracy and timely submission.
- Manage the staff of the compliance unit, develop and maintain individual work-plans for each staff member of the unit, ensuring that objectives are set and measured and continuous follow up are maintained.
- Develop and ensure that Compliance unit staff have sufficient knowledge and tools at their disposal to be able to meet their objectives.
- Provide on-the-job training and support to the staff members, including making commendations for external training where necessary, in order to help build their capacity and to ensure they reach their full potential.
- Fulfill other duties, as assigned by the line manager or designee.
- Demonstrate adherence to Shafak’s following policies:
Child Safeguarding Policy: Child abuse in all forms is unacceptable to Shafak, which recognizes its responsibility to protect children from harm in all areas of its work. Shafak is committed to ensuring a child-safe environment and is applying a zero-tolerance approach towards any kind of child abuse and exploitation.
Discrimination, Abuse and Harassment Policy, Shafak expressly prohibit and will not tolerate any form of discrimination, abuse, harassment (sexual or otherwise), based upon race, ethnicity, religion, national origin, gender, age, sexual orientation, marital status, citizenship status, disability, or military status. Shafak employees and related personnel must under no circumstances take part in any form of discrimination, harassment, or abuse (physical, sexual or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside Shafak.
Notice: We will discuss these policies during the interview, so if you are asked to interview please download and read them beforehand:
Required Qualifications and Experience
- A bachelor degree in finance, or any related field.
- Experience in NGOs compliance, finance management, grant management and auditing.
- Strong understanding of grant management processes and donors’ regulations including USAID, ECHO, DFID/FCDO, UN agencies, etc.
- Excellent interpersonal, communication and presentation skills.
- Knowledge of the Syria context, the operations and dynamics of local and international NGOs.
Additional job responsibilities
The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
HOW TO APPLY:
You can apply through the link:
Closing Date: 23.09.2021
Only short-listed candidates will be called for an interview, Female candidates are encouraged to apply for this position.