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Responsibilities

Objective 1: Lead the Archiving and Consolidation Within the Mission

- To ensure that all financial and payment supporting documents are collected from the capital and bases and archived properly according to the archiving policy.

- Follow-up and ensure required information and/or documentation is uploaded to TEAMS and Gespra.

- Ensure that files include all required documents and that all documents are properly signed, stamped, translated and well archived.

- Promotes that the goals, policies, and objectives of the archives are adhered to.

- Ensure that all closed contracts are properly consolidated digitally and physically with all financial, technical, logistics, and HR documents according to the consolidation plan and shared with HQ.

- Monitor the timeline of all ongoing projects and update the consolidation plan accordingly.

Objective 2: Provide Support Regarding Audits and Compliance in The Mission

- Support the audit process from contracting with the audit firm till receiving the final audit report.

- Ensure all the supporting documents are prepared and reviewed as per the request of external and internal auditors.

- Obtain supporting documents from HQ for the expenses not taking place in the mission.

- Follow up any missing/non eligible documents with the relevant department.

- Follow up and ensure that audits and spot-checks findings and any donor’s recommendations are solved to avoid them in future audits.

- Follow up preventive controls with HQ and provide requested documentation for any incidents related requests.

- Support in preparing any reports or additional requirements related to audits or spot checks.

- To do a sample check on the supporting documents of the capital and bases.

- To perform any tasks related to compliance as requested by the line manager.

- To provide periodic trainings and refresher sessions on compliance related policies and procedures.

Objective 3: To Act as the Focal Person for the Risk Management in the Mission

- To prepare and update risk matrix assessments for projects proposals and provide any risk assessment requested by donors.

- To coordinate and follow up the risk exercise with the Desk Risk Management in HQ and the Country Director in the mission.

- To act as the focal person for the risk exercise in the mission.

- Manage, in collaboration with the department coordinators, risk analysis exercise, risk mapping and any other tasks validated by the management.

- To review, update, and monitor the risk registry/ issue log/ RMP live documents on regular basis.

Objective 4: General Department Tasks