MISSION / OBJECTIVES

• Under the authority of the Country Director, and under the functional authority of the Ethic and Conformity at HQ level, the Ethics & Conformity Manager’s role is to verify the conformity of internal practices and to participate in the dissemination of good internal control practices. He/she contributes to the success of external audits and plays an active role in training on internal control and conformity issues. He also supports the mission in the follow-up of recommendation and abuse management treatment..

Description of the Position

INTERNAL AUDIT

• Designs internal audit plan based on a risk analysis, with the support of the HQ functional manager.
• Carries out internal audits of the mission (organizational, project or target process audits) with the support of its HQ functional manager
• Follows-up on internal audits and conformity checks.
• Examines, on a random basis, the level of conformity of existing documentation and the effectiveness of internal controls implemented in the various departments.
• Shares with the Ethic and Conformity Department the internal audit reports

DUE DILIGENCE AND EXTERNAL AUDIT as per the External Audit R&R Matrix

• Supervises the preparation of external audits, in close collaboration with the Grants & Partnership Coordinator and the Country Director, as well as with the Partnership’s Development and Accountability department at Headquarters.
• Prior to any external audit, carry out the last supporting documentation review as a pre-audit of all or a sample of expenditure documentation and forward the corresponding risk table to the Country Director and Partnership’s Development and Accountability Department.
• Participate in external audit kick off and closing meetings.
• Contributes to the drafting of a response to external audit reports, to be approved by the HQ Partnership’s Development and Accountability Department.
• Supports the training of employees (and implementing partners if necessary) in the preparation of external audits.
• If needed, supports the selection process of external audit firms in the country
• Participates in SI responses to due diligence exercise under the Country Director and Grant & Partnership coordinator management

IMPLEMENTING PARTNERS

• When developing local partnerships, drafts a Due Diligence exercise under the supervision of the Country Director and in close collaboration with Grants & Partnership Coordinator
• Verifies the implementation and monitoring of risk mitigation measures by the country office.
• Supports and follow up of SI partners on subjects under his/her responsibility
• Carries out internal audit assignments with implementing partners in accordance with signed partnership agreements, with the support of the Ethic and Conformity Department in HQ.

RISK MANAGEMENT

• Is involved in the identification and assessment of mission risks, in close collaboration with the Country Director.
• Contributes to the identification and monitoring of risk management measures, in support of the Country Director.

RECOMMENDATION FOLLOW-UP

• Enter recommendations into the dedicated database.
• Participate, with the support of the Country Director, in monitoring the implementation of recommendations by the departments concerned. If necessary, alert the Country Director in the event of delays or non-implementation of recommendations.
• Implement recommendations concerning the Ethics and Conformity Department.

ARCHIVE MANAGEMENT

• Responsible for filing and archiving documents produced in accordance with internal procedures
• Participate in the implementation of the mission’s archive management strategy in accordance with SI internal process, from flow management to security, accessibility and destruction where necessary.
• Support logistics department ensuring a regular dispatch of archives from the country office to headquarters.

ETHICS, ABUSE PREVENTION AND MANAGEMENT

• Participate in preventing and raising awareness of abuse and in disseminating Solidarités’ reporting mechanisms.
• Contribute to minimizing the risk of abuse by ensuring conformity with the organization’s ethical guidelines.
• Inform the hierarchy of any violation of Solidarités International’s procedures and code of ethics and conduct.
• Contribute, at the Country Director’s request, to the treatment of abuse notifications.
• At the Country Director’s request, lead or participate in internal investigations.
• Act as focal point, with the Country Director, for the HQ Fight against Abuse Referent.

INTERNAL NORMS AND GOOD PRACTICES

• ‘Responsible for the conformity of the documents he/she produces
• Participates in the dissemination, understanding and respect of Solidarités’ standards by implementing briefings, training and capacity building on the themes of the Ethics and Conformity Department.
• Provides technical advice about internal control strengthening
• Ensures that a signatory table is proposed by the Country Director, available and up to date in the mission, and validated by the HQ Desk Unit
• At the request of the Country Director and with the support of the HQ Internal Audit Referent, participates in the compliance review of specific standards at country level as well as the development of specific standards on the themes under his/her responsibility.

ETHICS

• Create and maintain a work environment within the team that prevents inappropriate behavior.
• Participate in communicating and raising awareness of the existence of the SI code of ethics and conduct**.**

REPORTING

• Responsible for writing internal audit reports
• Responsible for drafting implementing partner audit reports
• Responsible for drafting investigation reports, at the request of his/her line manager

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Summary

• The HR Assistant assists and supports the HR Coordinator in day-to-day managing general operational and administrative tasks in particular recruitment and selection, contract management, payroll management, leave and attendance management, personnel management; HR reporting etc.

Description
Human Resources Administration:

• Participate and support the recruitment process (complete cycle) for national staff, and ensure respect for recruitment process
• Keep informed of all documents and developments associated with employment law, employment in general, and staff training
• Ensure that HR policies and procedures are respected and understood at mission level
• Assist in the administrative and contractual management of personnel recruitment and hiring
• Organize, schedule and conduct the HR briefing and/or induction sessions
• Ensure that personnel files are kept up to date and deadlines respected (annual performance, contract amendments)
• Take the necessary steps with the authorities if required (registering personnel, submitting documents…)
• Prepare the monthly HR reporting Pack, check and consolidate for the whole mission and send it to HR coordinator
• Ensure the respect of the HR monthly calendar.

Payroll, Tax and Social Contributions Management:

• Coordinate monthly salaries calculation and payroll processing for the whole mission in collaboration with bases and HR Coordinator
• Update and check the monthly related HR databases and payroll variables
• Ensure the payslip signature and archiving at time of all payrolls related documents
• Ensure the monthly submission of all social and legal contributions to finance department and pension providers each month.

Archiving:

• Ensure that staff personal files are kept up to date and archived according to the proper guidelines; for the whole mission
• Ensure preparation of HR files for Audit
• Ensure hard and soft archiving, as well as ensuring the security of HR/administrative documents.

Reporting:

• Update and consolidate the SI ID card needs and send them to the Logistics department
• Report to each head of department on a weekly and monthly basis Human Resources related information about their respective teams.
• Update monthly the International Staff FU and prepare the HR shuttle for HQ before HR coordinator validation.

Communication / representation:

• Work closely with and support the Administrative Managers and assistants
• Ensure that relevant HR information are published on the information board
• Report to the HR Coo any alerts concerning Solidarites International Staff and support the HR Coordinator in the social dialogue
• Ensure the HR data and information confidentiality.

Profile Forsaken

• Education: B.Sc Degree in Finance, Economics, Business/Public Administration or related degrees
• Professional experience: 2 years of relevant experience (NGO/Private or Public sector) and 1 year of progressive experience in an INGO
• Languages: Fluency in English compulsory – written & spoken (Hausa – Added Advantage)
• Good knowledge of the Nigerian Labour Law
  Good knowledge of archiving & file/record management.
• IT skills: Excellent knowledge of MS Office software: Excel, Word, Outlook, Power Point, Basic Homere knowledge will be an asset
• Personal qualities: well organized, able to prioritize and manage important workload, good learning capacity and a fast learner, good communication, reactive, assertive, great attention to details, resistance to stress.