Compliance Officer – Turkiye | HelpWeb

Position: Compliance Officer

function code: VI-HR-REC-2024-18

Workplace: Turkey – Gaziantep

Deadline for receipt of applications: 09.10.2024

Purpose of the task

The Award & Compliance Officer will act as a central point in the Award & Compliance department.
He/she will be responsible for the effective and efficient management of the Award & Compliance administration and ensure that flexible, innovative and rapid response mechanisms are designed to target key areas. He/she will also ensure that Award & Compliance Management always adheres to the Award & Compliance policy and procedures of Violet and partners.

Main responsibilities

Compliance:
A. Ensure standard of Violet procedures and policies are adhered to in relation to logistics, finance, HR and programs
B. Oversee the development of training materials related to Award & Compliance and deliver training related to the Award & Compliance department (e.g. Violet Policy, Terrorism & Sanctions Control, Fraud & Corruption Policy, etc.) and ensure that the material is relevant to the context. Make recommendations for the types of training materials to develop and the best mechanism for doing so (e.g., online, face-to-face workshops, etc.).
C. Conducting an ATS audit for the banks and financial institutions with which the organization interacts, and for current and potential partners, donors and members of the board of directors.
D. Follow up on complaints received by the Award & Compliance Department, collect information regarding them, and update their tracking schedule, and follow up on the issues requiring investigation as instructed by the Award & Compliance Manager.
E. Conducting an internal review of procurement processes prior to entering into contracts with suppliers and prior to the payment process to ensure allocation and compliance with organizational policies and procedures and donor and partner requirements.
F. Lead external audits of projects by conducting an internal review of project documents for all departments of the organization.
G. Monitoring and updating the schedule for monitoring the external audit observations of the projects and informing the project contact points about the observations and the efforts to avoid them in the future in collaboration with the Award & Compliance Manager and the relevant departments .
H. Follow-up and coordination with concerned departments to archive all supporting documents related to projects (archiving of original and electronic documents and external audit reports for each project), in addition to following up on archiving investigation matters implemented by the Award & Compliance Department.
Award:

I. Monitor grant disbursements to ensure budget and commitment compliance.
J. Support in building relationships with current and future donors/partners.
K. Support in writing proposals and concept notes in close collaboration with the direct manager and program coordinators.
L. Responsible for meeting all its compensation management obligations, both internally within the organization and externally with partners and donors, and for making recommendations for improvements.
M. Inform relevant award information so that all key contributors have a clear understanding of donor requirements and expectations throughout the life cycle of an award (from opportunity to closure).
N. Develop grant management policies, tools and procedures with the department manager.
O. Maintain an updated grant matrix for each project to inform regular decision-making and use as a reference tool when assessing project status.
P. Review new grant agreements and any changes thereto later to be aware of any new terms and conditions.
Q. Attend monthly price review meetings.
R. Developing an overall award analysis for monthly award review meetings with budget holders, highlighting key award-specific risks.
S. Coordination with those involved in the process of organizing the budget, changes, cost and no-cost extensions and ensuring that such changes are implemented in close consultation with the relevant project managers and contact points from all departments.
T. Archive original copies of agreements.
U. Prepare the project map with the most important information and send it as a summary to other departments.
V. Update grant files to monitor expenditures within budget and track procurement plan and payments (budgets versus actuals).
W. Preparing the required internal subsidy reports to Compliance Manager.
X. Represent the Award & Compliance department and ensure effective participation in meetings and workshops with partners, donors and other parties.
Y. Supervise:
– Competitive analysis of bids received from exhibitors.
– Oral interviews with applicants for vacancies announced by the organization.
– As a supervisory member and supervisor, ensuring the quality assurance of purchasing and recruitment processes, based on a formal assignment from the Award & Compliance Manager.
– Any other duties as requested by Award & Compliance Manager.
Z. Commitment to the path and values ​​of the organization (belief in youth and volunteers, integrity and honesty, sacrifice and altruism, teamwork and team spirit, innovation and creativity, dealing with elegance and patient dignity, responsiveness and initiative).
AA. Respect and apply all PSEA and CP principles, and demonstrate a strong commitment to reporting every PSEA action
Please note: The key responsibilities/responsibilities listed above are illustrative. Depending on the department organizational chart, the position may have different future responsibility/responsibility assigned to it.

Qualification (education/work experience)

• BB. Essential:
  ➢ Bachelor’s degree in business administration, law or related fields.
  ➢ 2 years of experience with Award & Compliance, Internal Audit, Finance, Legal sectors.
  ➢ Very good in English and Turkish language. Arabic is native language
  ➢ Turkish citizenship.
• C.C. Desirable:
  ➢ Advanced degree in relevant field.
  ➢ More than two years of experience in non-profit governance, Award & Compliance, Internal Audit, Finance, Legal sectors.
• Core and management competencies and technical
• DD. Core competencies
  • Communication.
  • Planning and organizing.
  • Commitment to continue to lead.
  • Stakeholder orientation.
  • Responsibility.
  • Technology awareness.
• EE. Supervisor/management competencies
  • Leadership.
  • Vision.
  • Empower others.
  • Building trust.
  • Manage performance.
  • Judgment/decision making.
• C. Technical competencies
  • Computer skills (Microsoft Word, Excel, Access, PowerPoint, Outlook)
  • Experience working with NGOs, INGOs
  • Flexibility and ability to work under pressure.
  • Excellent oral and written communication skills.
  • Well organized and able to act professionally and ethically.

Child Protection Policy

Child abuse is unacceptable to Violet, which recognizes her responsibility to protect children from harm in all areas of her work. Violet is committed to a child-safe environment and has a zero-tolerance policy towards any form of child abuse and exploitation.

Policy against discrimination, abuse and harassment

Violet expressly prohibits and will not tolerate discrimination, abuse or harassment of any kind (sexual or otherwise) based on race, ethnicity, religion, national origin, gender, age, sexual orientation, marital status, citizenship, disability or military status. status. Under no circumstances shall Violet employees and associated personnel participate in any form of discrimination, intimidation or abuse (physical, sexual or verbal), intimidation or exploitation, or otherwise violate the rights of others within or outside Violet.