Compliance Manager at Action Against Hunger International

The Compliance Manager role’s purpose, engagement and delivery are as follows:

Purpose:

• The Compliance Manager will be responsible for ensuring that Action Against Hunger's operations in Kenya comply with internal policies, donor regulations, and local laws.
• This role will play a critical part in promoting a culture of integrity and accountability within the organization as well support local partners on integrity, accountability and compliance aspect.

Engagement:

• The Compliance Manager’s role involves engaging with various stakeholders to ensure that the organization adheres to regulatory requirements and internal policies.
• Compliance manager will work closely with the senior management team to provide regularly report on compliance issues, risks, and progress and relevant recommendations.
• Communicate compliance policies and procedures to all employees and provide guidance on compliance-related matters.
• Collaborate with different departments i.e. HR, Finance, procurement and programs to ensure integrated compliance efforts across the organization.
• Coordinate with all relevant department to conduct internal audits to assess compliance with policies and regulations and External Auditors facilitate external audits and inspections by regulatory bodies or third-party auditors.

Delivery:

• The Compliance manager will be required to monitor and interpret relevant laws and regulations and interpret their impact on the organization to ensure compliance with all applicable regulations.
• Assess and identify potential areas of compliance risk within the organization and develop strategies and controls to mitigate identified risks.
• Design and deliver training programs to educate employees on compliance-related matters to promote a culture of compliance and ethical behavior within the organization.
• Perform regular internal audits to ensure compliance with policies and regulations by continuously monitor the effectiveness of compliance programs and make necessary adjustments for efficiency of the operations.
• Compile and present reports on compliance activities and findings to senior management team and Country Director.
• Report compliance issues or breaches promptly and accurately to the Country Director and provide relevant recommendation / advice.
• Conduct Investigation on compliance violations and take appropriate corrective actions and document findings.

Essential job duties

Procurement                               

• Ensure that procurement processes comply with organizational policies, donor regulations, and local laws.
• Review and approve procurement documentation for accuracy and completeness.
• Conduct regular audits of procurement activities to identify and mitigate risks.
• Provide guidance and training to staff on procurement best practices.

 Logistics                                      

• Monitor logistics operations to ensure compliance with internal and external requirements.
• Review logistics documentation and processes for adherence to standards.
• Conduct spot checks and audits of logistics activities, including warehousing and transportation.
• Develop and implement strategies to improve logistics efficiency and compliance.

Finance                                                

• Ensure financial operations comply with organizational policies, donor regulations, and local laws.
• Review financial records and reports for accuracy and compliance.
• Conduct regular audits of financial transactions and processes.
• Provide support and training to finance staff on compliance and best practices.
• Review donor and partner agreements ensuring the financial terms and conditions are compatible with ACH systems and guidelines (procurement rules and financial guidelines like co-financing, exchange rates, interest and budget rules) and are favorable to quality implementation and reporting.

 Human Resources                             

• Ensure HR policies and practices comply with organizational standards, local labor laws, and donor requirements.
• Review and update HR documentation, including contracts and personnel files.
• Conduct audits of HR processes, including recruitment, onboarding, and performance management.
• Provide guidance and training to HR staff on compliance matters.

 Program                                                                

• Ensure program activities comply with donor requirements, local laws, and organizational policies.
• Review program documentation and processes for adherence to standards.
• Conduct spot checks and audits of program activities in the field.
• Provide support and training to program staff on compliance and best practices.
• Have regular discussion with program lead persons on the ground on emerging compliance related issues.

Field Office                                                             

• In the field offices, perform internal control reviews of in-country processes including cash management, procurement, logistics, and stock management including food commodities, assets management and coordinate with the relevant departments to correct weaknesses and improve controls as needed; prepare action plans to address findings and monitor the status of action plan implementation.

Audits and Spot Checks           

• Plan and conduct regular audits and spot checks of all operational areas, including procurement, logistics, finance, HR, and program activities.
• Identify areas of non-compliance and potential risks.
• Prepare detailed reports on audit findings and recommend corrective actions.
• Follow up on audit recommendations to ensure implementation and compliance.

Training                                   

• Develop and deliver training programs to build staff capacity in compliance matters.
• Conduct training sessions on organizational policies, donor regulations, and local laws.
• Provide ongoing support and guidance to staff on compliance issues.
• Evaluate the effectiveness of training programs and make improvements as needed.

 Systems Improvement for Prevention                    

• Identify weaknesses in systems and processes that may expose the organization to fraud or non-compliance.
• Develop and recommend strategies to strengthen internal controls and improve compliance.
• Collaborate with relevant departments to implement system improvements.
• Monitor and evaluate the effectiveness of implemented improvements.

Any other assignment      

• Perform any other assignment assigned by the supervisor

Supervisory Responsibilities

• The compliance manager will not have any management responsibilities

Gender Equality Commitments

• Foster an environment that supports values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion. Race, color, ancestry, national origin, age, or marital status.
• Value and respect all cultures. 

Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions, Travel and Environment 

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
• Must be able to travel regularly for business purposes which can be up to 75% of the time. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.

Requirements

Required Qualifications and Professional Experience

• Bachelor's in Business Administration, Finance, Economics or a related field.
• Master's in business related courses is added advantage
• Must be holder of the professional certification CPA K, CISA.
• Minimum of 5 years of experience in compliance, audit, or risk management, preferably within an international NGO sector.

Required Skills & Competencies

• In-depth knowledge of donor regulations, Kenya labour laws, and compliance best practices.
• Strong analytical, problem-solving, and decision-making skills.
• Excellent communication and interpersonal skills.
• Proven ability to work independently and team player.
• High level of integrity and ethical standards.
• Ability to work effectively in a team atmosphere, encouraging colleagues to contribute to common work challenges and deadlines
• Willingness to travel frequently to field implementation locations, including West Pokot, Samburu, Turkana, Baringo, Isiolo, Tana River and Mandera.