I. Background on ACTED

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Our interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context. Our 3,300 staff is committed in to responding to emergencies worldwide, to supporting recovery and rehabilitation, towards sustainable development.

Our teams in the field implement some 340 projects in 34 countries covering the following sectors emergency relief, food security, access to health, education and training, economic development, microfinance, advocacy, institutional support, and regional dialogue, cultural promotion.

Based on considerable experience addressing the needs and situations of vulnerable communities, ACTED contributes to the international agenda towards reaching the Millennium Development Goals, through a wide range of partnerships, innovative initiatives, and campaigns.

1. Country Profile

Capital Office : Amman

National Staff : 250 (July 2013)

International Staff : 36 (July 2013)

Areas : Amman, Mafraq, Za’atari, Azraq, Azraq Refugee Camp

On-going programmes: 9

Budget : estimated $25m (2013)

Today, the ACTED Amman is the Regional Coordination Office for MENA region. Through the Regional Office, it supports civil society development through a regional program across Jordan, Palestinian Territories, Egypt, Tunisia, and Libya.  In addition, the Regional Coordination Office provides support to the MENA region, including operations in Iraq, Turkey, Lebanon, Yemen, as well as those mentioned earlier.  This provides the support for the Syrian refugee crisis being responded to across the region.

ACTED Jordan has expanded recently to support the Syrian refugees being hosted both in the communities and four refugee camps.  In Za’atari camp where there are approximately 120,000 refugees, ACTED is providing water supply, solid waste management and hygiene promotion; in Azraq with a potential for 130,000 refugees, ACTED is providing water supply, solid and water waste management, hygiene promotion, and food distributions.  Moreover, in the host communities ACTED is supporting individual vulnerable households as well as whole communities through WASH, Shelter, cash, NFI, and other interventions.  ACTED is also a partner of REACH, that provides information management support to working groups and sectors nationally.

III. Position Profile

The Internal Auditor / Compliance controller Intern is in charge the implementation of ACTED’s compliance process in the relevant country.

Those responsibilities will include field missions

Internal audit and compliance process:

The Internal Audit Department has been created to provide for an independent assurance perspective with regard to all ACTED operations.

The Internal Audit has to be an independent and objective assurance activity designed to add value and improve the organization’s operations. Amongst many other things, Internal Audit helps to ensure that all assets and interests are properly protected from any loss or harm and that existing resources are used in the most economic and efficient way.

The procedure that integrates the information coming from the different departments in ACTED is called the

FLAT. FLAT stands for Finance Logistics Administration Transparency. The FLAT aims at centralizing, integrating and harmonizing the information coming from Finance, Logistics, Administration and Programme for each project (including the Implementing Partner information).

It is crucial internally in terms of knowledge management for each project as this is the main source of information available for each stakeholder of a project. This is a valuable internal control tool.

Furthermore, the general aim behind FLAT is linked to audit of projects. FLAT folders are our main tool to be ready for audits by donors.

Functions in terms of compliance and internal control

1. Supervise the whole FLAT process :

• Support the FLAT officer in compiling and filing all project related financial, logistics, administrative, and programme information in the designated project Compliance folder. During this time it should ensure that all Compliance folders are duplicated (photocopied) regularly with any arrival of a new document;

• Follow-up of the Compliance process at base level by ensuring the regular (fortnightly) transfer of the project(s) Compliance documenation to the capital office;

• At the end of the project, ensure the centralization of all Compliance folders at the Capital office;

• Facilitate the country Compliance review process once the project has been terminated and ensure the accurate documentation of costs/expenses allocations within the documentation;

• Submit the completed Compliance folder (final version) to Coordination once the Compliance review process has been completed and ensure that the Compliance folder is securely archived.

1. Contribute to ACTED compliance and accountability:

• Provide timely supplementary quality control of the Compliance documentation by checking the accuracy and consistency of the information between the related documents and report discrepancies immediately to the department concerned for corrective action;

• Facilitate and report compliance of all audit recommendations/action plans under the authority of the Country Director and provide accurate feedback immediately;

• Conduct a quarterly market-price survey of the materials/services identified the current country market basket (frequently procured items/services). The data gathered should then be tabulated against the actual prices paid by ACTED in the transactions incurred during that month. The actual pricing should be retrieved from the contracts or payment vouchers filed in the Compliance folders.

• Comply with the Audit Department Code of conduct.

1. Ensure the external audit preparation

• Facilitate the preparation for country external audits conducted by our donors or by external audit firms (KPMG, E&Y, PWC, etc.);

• Regularly update the Country Director, the Regional Audit Manager and the Audit Manager of the progress through the relevant follow-up memo;

1. Reporting :

• Support the FLAT compliance officer in preparing a Monthly Compliance Report giving as much detail as possible for all existing projects that are ongoing and completed but are yet to be reviewed and submitted to the Regional Office. The Compliance report is both a narrative report and includes annexes with specific analytical information and should be submitted to both the country director and the regional audit team;

Report the updates of the Compliance situation for all projects during the country compliance meetings.

1. Qualifications

• Msc in Administration, Business Management or equivalent.
  • Finance and accounting skills required
  • Willingness to undertake serious responsibility and manage stress efficiently
  • Excellent communication skills, including advanced written and oral English

1. Conditions:

Field Intern benefits include: a 300 USD per month living allowance, coverage of all accommodation, food, and travel costs, a luggage allowance of 50 kg., and the provision of medical, repatriation, and life insurance.

1. Submission of applications

Please send, in English, your cover letter, CV, and three references to [email protected]

Ref : FLATI/JOR/SA