Compliance Coordinator, Yemen
International Medical Corps, a global humanitarian nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs, seeks candidates for the position of Compliance Coordinator for our programs in Yemen.
Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.
The Compliance Coordinator will support the International Medical Corps’ (IMC) Yemen mission by ensuring and facilitating the compliance of the organization with local laws, IMC policies and procedures, donor regulations and requirements for all sub-awardees. The Compliance Coordinator will lead a team that will act as an independent check and balance, which sits outside of programs, finance and other functions.
The position will have a direct administrative reporting line to the Country Director, with dotted technical reporting lines to the Regional Compliance Coordinator. The position will work closely with Finance Administrative Director, Program Director, Emergency Response Team Leader, and Yemen mission Finance and Logistics departments. The role will liaise with the relevant headquarters (HQ) departments as needed. As the leader of the Compliance Team, the Compliance Coordinator must uphold the integrity and mission of International Medical Corps.
ESSENTIAL DUTIES AND RESPONSIBILITIES To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation
Overall Legal, Internal and Donor Compliance Management -
• Work closely with country office management and relevant HQ departments to assist in creating and implementing administrative, contractual and grant procedures, and ensure compliance with applicable Yemeni laws and donor regulations governing grant and contractual activities;
• Serve as a technical resource and provide support and guidance to the IMC Yemen staff to ensure compliance with internal and donor regulations and procedures, as well as local laws;
• Stay abreast of changes in regulatory environment related to donor/grant compliance; updating field level policies and procedures as necessary, with the approval of the Country Director;
• Be well-versed and familiar with all IMC policies (including, but not limited to: Code of Conduct, SEA policy, Fraud policy, Procurement/Finance/Subaward policies, Yemen Country program manuals and policies);
• Regularly assess the effectiveness of the Yemen country office systems in order to identify and mitigate risks; recommend and initiate necessary changes to processes in order to improve compliance oversight;
• Participate in new award kick-off meetings and post-award coordination meetings;
• Provide problem-solving solutions to program bottlenecks that are compliant with IMC policies and donor regulations, develop and implement solutions to reconcile the compliance requirements of donors with IMC’s other programs;
• Identify vulnerability and risk within current grants and proactively suggest and together with management develop corrective actions;
• Work with country office management to resolve internal audit findings and establish controls and mitigation measures to avoid similar findings in the future, providing regular updates to management on progress towards such controls;
• Prepare and conduct trainings and capacity building opportunities for staff on compliance issues, including but not limited to: donor rules and regulations, IMC policies and procedures, the role of the Compliance Team.
Program Monitoring and Compliance - The Compliance Coordinator will:
• Work closely with Program staff to establish programmatic checks which can be put in place (for example: responsibilities in reviewing subaward reports prior to payments are issued, oversight of remote monitoring, etc.);
• Once methodology for programmatic checks is determined, ensure field compliance monitors carry out compliance checks on a regular and appropriate basis, and share regular reports on findings with the Country Director, ERT Leader, Program Directors, and other relevant parties;
• Match Budget vs. Program Objectives (KPIs) and conduct checks and balances between financial figures and program objectives;
• Review compliance with IMC’s Minimum Operating Standards;
• Review that all staff are trained on and in compliance with PSEA and child safeguarding policies and ensure that all staff has signed and understood IMC code of conduct.
Human Resources – The Compliance Coordinator will:
• Review payroll preparation process and underlying HR records.
• Review recruitment process.
Reporting – The Compliance Coordinator will:
• Provide management regular report / analysis on issues related to compliance which may result in inability to achieve the objectives;
• Prepare/submit monthly risk disclosure status reports to management and quarterly risk disclosure status reports to Regional Compliance Manager.
Subaward Management - The Compliance Coordinator will:
• Comply with and enforce IMC’s Subaward Manual, including required procedures and documentation;
• Initiate establishment of roles and responsibilities for subaward management and oversee compliance thereof, using IMC's Subaward Manual tools (such as the Subaward Management Matrix);
• With program and other relevant staff, participate in the design, planning, implementation and monitoring of the contractual aspects of subawards;
• Oversee transparent competitive processes for selecting subrecipients (including development of the solicitation, participation in the evaluation process, etc.);
• Lead the preaward assessment process, coordinating with relevant staff (including, but not limited to: program, finance, logistics) to review subrecipient systems and evaluate the subrecipient's capacity to manage a subaward;
• Review draft subagreements and attachments and liaise with relevant HQ departments in finalizing HQ review and approval processes;
• Participate, as needed, in negotiations with subrecipients;
• Participate in and/or conduct kick-off meetings for new subawards;
• Act as a primary liaison to subrecipients under the IMC programs for compliance-related matters;
• Provide regular support to program and finance staff in the oversight of subrecipient activities;
• Provide regular support, capacity building, and/or training to subrecipients to ensure subaward activities are implemented in accordance with donor regulations;
• Provide in-person and remote capacity building and/or training to partners in financial management, reporting and compliance;
• Provide compliance guidance and consultations to subawardees in accordance with the Subaward Manual and in coordination with the HQ Grants and Contracts Management Department when needed;
• Oversee subaward administration including modifications, annual planning coordination, compliance monitoring and reporting, and compliance management;
• Liaise with IMC’s MEAL Coordinator and program staff to ensure monitoring plans are developed and implemented for all subawards;
• Monitor reporting, accountability and internal controls for prime awards and subawards;
• Organize and facilitate formal closeout of subawards involving relevant staff and HQ departments.
Finance-– The Compliance Coordinator will:
• Review safeguards and controls to promote security and safety of assets;
• Review compliance with donor reporting to ensure accuracy and timely submission;
• Review monthly financial package/reports before submission to donors and IMC HQ;
• Review Budget vs. Actual (Burn Rate, Pipelines);
• Review the adequacy & fair cost allocation (Cost Allocation Methodology.)
Procurement – The Compliance Coordinator will:
• Stay informed of changes to IMC’s procurement policies, as well as updates to donor regulations;
• Provide the final review of procurement transactions, over an established threshold, to ensure adequate supporting documentation, compliance with IMC’s Procurement Manual and donor regulations;
• Conduct and document the IMC Offer Verification Process;
• Conduct vendor visits for forensic review;
• Review documentation around supply chain management including warehouse management (this includes the quality of deliverables);
• Conduct quality review of procured products to ensure that quality matches with Purchase Order specifications and also matches with what has been disbursed which will entail visits to beneficiaries.
Other – The Compliance Coordinator will:
• As a member of the Senior Management Team, participate in country strategy development, planning and problem-solving activities. Contribute to the creation of a positive image and overall credibility of the organization, notably through the application of the organization’s Code of Conduct, ethics, and values with regard to internal and external actors;
• Once appointed by the Country Director and Regional Compliance Manager, and under the supervision of those people, lead on investigations in country, from preparing proposed investigation plans, to carrying out enquiries and interviews, and writing investigation reports and recommendations in a timely manner. All results to be shared with the Regional Compliance Manager in a timely manner;
• As lead on appointed investigations, and with the advice and support of the Compliance Auditor and CD, coordinate internal capacity to resource investigations in an appropriate manner, working with other departments as required;
• Fulfill other duties, as assigned by the Country Director and Regional Compliance Manager.
The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.
University degree (Bachelor’s or equivalent) in relevant field (e.g. Audit, Finance, Management, International Development, etc.) from accredited university required; CIA (Certified Internal Auditor), and/or Master’s degree in relevant field preferred
Audit, Compliance and/or Risk experience is preferred with background in Risk Analysis and Detection
7-10 years of experience of providing audit, compliance, risk oversight of complex, multi- dimensional donor-funded programming, including administering subawards, in an international environment; or equivalent combination of education and experience
At least 5 years’ experience managing and supervising staff
Demonstrated experience providing training and capacity building to staff and subrecipients
Experience in prime and subaward design, negotiation, and administration
Proven knowledge of and success managing the administration and compliance of programs under multiple donors such as OFDA, PRM, UN Agencies (e.g. UNICEF, UNHCR, UNFPA), ECHO, DFID, EU, etc. with extensive knowledge of USG regulations
Demonstrated experience and ability to professionally and appropriately represent the organization and negotiate and defend the organization’s interests with a diverse range of international and local organizations and other groups
Effective verbal and written communication, multi-tasking, organizational, and prioritization skills
Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members
Experience with emergency response programs and staff training and mentoring is preferred
Fluency in written and spoken English is required. Proficiency in written and spoken Arabic highly preferred
Willingness to work remotely from Amman, as well as travel to Yemen if security permits
Ability to exercise sound judgment and make decisions independently
Extremely flexible, and have the ability to cope with stressful situations and frustrations
Willingness to adapt quickly to arising deadlines, and respond urgently to needs, including working long hours as required
Ability to relate to and motivate local staff effectively
Creativity and the ability to work with limited resources
International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.
How to apply: Please go to 16-140 Compliance Coordinator, Yemen and follow the instructions for applying online.
- Organization: IMC - International Medical Corps
- Location: Sanaa (Yemen)
- Grade: Mid/Senior - Internationally recruited position - Mid/Senior level
- Public Health and Health Service
- Operations and Administrations
- Closing Date: 2016-04-09