Compliance Officer

Job Title: Compliance Officer

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

Workplace: Turkey – Gaziantep

Last date for receiving applications: 09.10.2024

Job Purpose

The Award & Compliance Officer will serve as the focal point in Award & Compliance department.
S/he will be responsible to ensure effective and efficient management of Award & Compliance administration and to ensure flexible, innovative, and rapid-response mechanisms are designed to target key zones. S/he will also ensure that the Award & Compliance Management is always in Award & Compliance with Violet and partners policies and procedures.

Key Responsibilities

Compliance:
A. Ensure adherence to the standard of Violet procedures and policies in relation to Logistics, Finance, HR and Programmes
B. Oversee the development of training materials in relation to Award & Compliance and conducting the trainings that related with Award & Compliance department (e.g. Violet policies, anti terrorism and sanctions checking, Fraud and corruption policy, etc.) and ensure that the materials are relevant to the context. Make recommendations for the types of training materials that need to be developed and the best mechanism for those (e.g. online, face-to-face workshops, etc.).
C. Conducting a ATS check for the banks and financial institutions that the organization will deal with, 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 about them, and update their tracking schedule, and Follow up the issues that require investigation according to the instructions of the Award & Compliance manager.
E. Conducting an internal review of procurement processes prior to concluding contracts with suppliers and prior to making the payment process to ensure Award & Compliance with the organization’s policies and procedures and the requirements of donors and partners.
F. Leading external audits of projects by conducting an internal review of project documents for all departments of the organization.
G. Follow-up and update the schedule for tracking the external audit observations of the projects and inform the project contact points of the observations and work to avoid them in the future in cooperation with the Award & Compliance Manager and concerned departments.
H. Follow-up and coordination with the concerned departments to archive all supporting documents related to projects (archiving original and electronic documents and external audit reports for each project) in addition to following up on archiving investigation cases that were implemented by the Award & Compliance Department.
Award:

I. Monitor grant disbursements to ensure adherence to budget and obligations.
J. Support in building relationships with current and prospective donors/partners.
K. Support in proposal and concept note writing in close collaboration with the direct manager and program coordinators.
L. Responsible for ensuring adheres to all its award management obligations internally within the organization and externally with partners and donors and to make recommendations for improvements.
M. Inform relevant award information so that all key contributing staff have a clear understanding of donor requirements and expectations throughout the lifecycle of an award (from opportunity to close-out).
N. Develop Grant management policy, tools and procedures with Department Manager.
O. Maintain updated grant matrix for each project to inform regular decision making and be used as a reference tool when reviewing project status.
P. Review new grants agreements and any amendments to it later to be aware of any new conditions and terms.
Q. Attend the monthly awards review meetings.
R. Develop 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, amendments, cost and no-cost extension and ensure such changes are made in close consultation with the relevant Project Managers and focal points from all departments.
T. Archive original copies of agreements.
U. Prepare the project card which contains the most important information and send it as a summary to other departments.
V. Update grants files in order to control the expenses on budget and follow up the procurement plan and payments (Budgets Vs Actual).
W. Prepare the necessary internal grants 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. Supervising on:
– Competitive analysis of bids received from exhibitors.
– Oral interviews with applicants for vacancies announced by the organization.
– As a supervisory member and monitor to ensure the quality assurance of procurement and recruitment processes, based on a formal assignment by the Award & Compliance Manager.
– Any other duties as requested by Award & Compliance Manager.
Z. Commitment to the path and values of the organization (Faith in youth and volunteers, Integrity and honesty, sacrifice and altruism, teamwork and team spirit, innovation and creativity, elegance handling and patient dignity, responsiveness, and initiative).
AA. Respect and apply all the PSEA and CP principles, and show high commitment to report any PSEA action
Note: the above-mentioned key responsibilities / accountabilities are illustrative ones. Another future responsibilities/accountability may be assigned to the job depending on the department organizational chart.

Qualification (Education/Work Experience)

• BB. Essential:
  ➢ Bachelor Degree in business administration, Law or related fields.
  ➢ 2-year experience with a Award & Compliance, Internal Audit , Finance, Legal sectors.
  ➢ Very Good in English and Turkish language. Arabic is mother tongue
  ➢ Turkish Citizenship.
• CC. Desirable:
  ➢ Advanced degree in relevant field.
  ➢ More than Two years of experience in non-profit governance, Award & Compliance, Internal Audit ,Finance, Legal sectors.
• Core & Managerial Competencies &Technical
• DD. Core Competencies
  • Communication.
  • Planning and Organizing.
  • Commitment to Continues Leading.
  • Stakeholders Orientation.
  • Accountability.
  • Technological Awareness.
• EE. Supervisor/Managerial Competencies
  • Leadership.
  • Vision.
  • Empowering Others.
  • Building Trust.
  • Managing Performance.
  • Judgment/Decision-making.
• C. Technical Competencies
  • Computer skills (Microsoft Word, Excel, Access, PowerPoint, Outlook)
  • Experience in working with NGO’s, INGO’s
  • Flexibility and ability to work under pressure.
  • Excellent oral and written communications skills.
  • Well-organized and ability to act in a professional and ethical manner.

Child Protection Policy

Child abuse is unacceptable to Violet, which recognizes its responsibility to protect children from harm in all areas of its work. Violet is committed to ensuring a child-safe environment and is applying a zero-tolerance approach toward any kind of child abuse and exploitation.

Discrimination, Abuse, and Harassment Policy

Violet expressly prohibits and will not tolerate any form of discrimination, abuse, or harassment (sexual or otherwise), based on race, ethnicity, religion, national origin, gender, age, sexual orientation, marital status, citizenship status, disability, or military status. Violet employees and related personnel must under no circumstances participate in any form of discrimination, harassment, or abuse (physical, sexual, or verbal), intimidation or exploitation, or in any other way infringe the rights of others inside or outside Violet.