Transparency and Compliance Intern

ACTED’s mission is to save lives and support people in meeting their needs in hard to reach areas. ACTED develops and implements programs that target the most vulnerable amongst populations that have suffered from conflict, natural disaster, or socio-economic hardship. ACTED’s approach looks beyond the immediate emergency towards opportunities for longer term livelihoods reconstruction and sustainable development.

Position Title: Transparency & Compliance Intern

Department: Transparency & Compliance

Location: Nairobi

Reporting To: Senior Transparency & Compliance Officer

Purpose of the Position

The Transparency & Compliance Intern will support the Compliance Department in ensuring adherence to internal policies, donor regulations, and best practices. The intern will assist in maintaining proper documentation, performing risk assessments, and preparing for audits. This role offers hands-on experience in compliance and audit processes.

Key Responsibilities

1. Compliance: FLAT Internal Procedures and Documentation

• Assist in ensuring adherence to FLAT (Finance, Logistics, Administration, and Transparency) internal procedures.
• Take part in the compliance review process and ensure that the documentation complies with ACTED’s procedures through the following tools:
  • FLA02: on a monthly basis, report any non-compliance, and propose Action plans and areas for improvement if necessary.
  • FLA05: review of invoices and quotes.
• Check and ensure the completeness of FLAT files on Archive 2.0.

2. External Audit Preparation and Follow-Up

• Assist in reviewing support documents to prepare for external audits.
• Help identify potential risks in documentation and liaise with the Senior Transparency & Compliance Officer to address them.
• Support in the implementation of audit recommendations and maintain an organized archive of audit documents.

3. Internal Audit Assistance

• Participate in spot checks and internal audits.
• Help in preparing audit Terms of Reference and audit checklists as requested.
• Assist in drafting internal audit reports and following up on recommendations.

4. Documentation and Reporting

• Assist in maintaining and organizing compliance documentation, including FLAT folders and partner files.
• Help in preparing and updating monthly Compliance Report. (MCR)
• Support in tracking of audit recommendations and their implementation.

5.Implementing Partners

• At the request of the Senior Transparency and Compliance Officer, Support in undertaking due diligence for new and existing implementing partners.
• At the request of the Senior Transparency and Compliance Officer, assist in conduct financial reviews and provide quality reports with actionable recommendations to implementing partners.
• Ensure proper archiving of implementing partner documents with regular follow-ups to ensure completeness.
• Assist in conducting Quarterly Risk Mitigation Follow ups for Implementing partners.
• Assist in capacity building and provide support to implementing partners as needed.

6. Additional Responsibilities

• Undertake any other duties as may be requested by the supervisor.

Key Deliverables

• Timely and accurate updates of project folders and FLAT documentation.
• Monthly Compilation of monthly compliance report annexes.
• Support in ensuring compliance with audit requirements and donor regulations.
• Quality and timely financial reviews and due diligence reports for implementing partners.
• Effective communication and collaboration with team members and other departments.

Qualifications and Competencies

• Recently completed a degree in Finance, Accounting, Business Administration, or a related field.
• Strong analytical and organizational skills.
• Proficiency in Microsoft Office, particularly Excel and Word.
• Keen attention to detail and ability to work under minimal supervision.
• Basic knowledge and Interest in compliance, audit, and risk management in the non-profit sector.