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Associate Director, Compliance At FHI 360

Date Posted: 23/Jul/2014
Deadline: 05/Aug/2014

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in Health, Education, Nutrition, Environment, Economic Development, Civil Society, Gender, Youth, Research and Technology; creating a unique mix of capabilities to address today's interrelated development challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories. We are currently seeking qualified candidates for the position of: Associate Director, Country Compliance and Risk Management

Oversees the administrative/operational processes that support project management and implementation activities and link them to enterprise supporting services. Promotes a project-wide culture of compliance and risk management and leads the development and execution of compliance processes and ensure the right tools and resources are in place for project success. Leads in project compliance strategic planning including leading regularly scheduled reviews of project operations to ensure procedures are implemented. Manages capacity building activities aimed at strengthening project operations and will manage/track special project initiatives as assigned. Advises project management and general staff on critical intersections between project implementation and compliance issues, based on knowledge of organizational policy, donor regulations, and specific award terms and conditions. Provides professional expertise in contract implementation and sub-award management to ensure full compliance with donor rules and regulations and efficient coordination with the FHI 360 contracts office. The scope of this position may include oversight of activities performed by the project team for procurement, sub-award administration, compliance with regulatory requirements and restrictions, management of donor and home office relations.

Accountabilities (Responsibilities)
-Oversees the development of sub-award procurement documents based on technical input from team in line with USAID and FHI 360 policies.
-Provides expert advice in the structuring of various sub-award mechanisms (contracts, sub-agreements, and grants).
-Develops and implements sub-awardee engagement strategies (i.e. procurement plans, prequalification rounds, and blanket purchase agreements) that are aligned with project objectives and support the requirement for rapid implementation, while at the same   time reducing compliance risks.
-Standardizes and streamlines project administrative procedures for efficient and compliant award and sub award management.
-Conducts periodic reviews of the contract portfolio with the senior management . 
-In coordination with the FHI 360 home office, reviews critical contracts, subcontracts and modifications. 
-Works in close collaboration with Home Office staff to ensure efficient processing of sub-awards.
-Provides field-based oversight of the sub-award solicitation, evaluation, negotiation, and pre-award responsibility determination processes.
-Supports the home office by preparing draft sub-contracts and grants request packages, as required, for home office submission to the donor.
-Provides guidance on interpretation and application of specified regulations.
-Trains other staff in standardized procedures for efficient award and sub award management.
-Creates/identifies training materials (online, webinars and in person) on compliance matters for project staff.
-Notifies project staff of new or revised federal regulations, including any Iraq mission specific requirements.
-In coordination with FHI 360 home office, develops quick reference guides for new regulations and incorporates information in sub-award processes.
-Leads/organizes pre-solicitation workshops for potential sub-awardees to develop their capacity in the preparation of proposals/applications that meet USAID/project requirements.
-Schedules reviews to ensure the strategic goals are being met.
Applied Knowledge & Skills
-Working knowledge of policies and procedures with compliance and risk management.
-Excellent oral and written communication skills.
-Excellent and demonstrated project management skills.
-Strong analytical and problem solving skills.
-Ability to analyze and interpret data, identify errors and provide corrective action.
-Ability to influence, motivate and negotiate to ensure compliance standards are met.
Experience (Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job)
-Typically requires 8+ years of compliance and risk management experience.
-Project or technical leadership experience required.
-Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
Preferred Education and/or Experience
-Master’s degree or its international equivalent preferred.
-Certification in Compliance and Risk Management preferred.
-Prior management experience preferred.
-Prior work experience in a non-governmental organization (NGO).
Problem Solving & Impact
-Works on problems of diverse scope that require analysis of data and evaluation of identifiable factors.
-Exercises judgment within defined policies and procedures in selecting methods and techniques for obtaining solutions.
-Decisions made generally affect specific functional areas with cost and failure to achieve short term goals of the company.
Supervision Given / Received
-In coordination with FHI 360 home office, provides in-country training and mentoring for project staff in donor and internal regulations related to sub-awards to better ensure compliance and reduce potential financial or audit risks.
-Coordinates workshops to train subcontractors, vendors, and grantees in compliance with donor regulations and all award terms in the administration of their sub-awards. 
-Educates sub-awardees in their responsibility in the prevention of fraud and reporting of alleged violations.
-Mentors project staff in the detection of potential irregularities in the procurement/subcontracting process, including how to better identify inflated costs, safeguarding of bid/proposal information, reducing potential for conflict of interest, and overall fraud prevention   techniques.
-Assists with management decisions and activities.
-Assists COP and DCOP in monitoring compliance with timely submission of all project deliverables and reports.
Technology to be Used:
-Personal Computer, Microsoft Office (i.e. Word, Excel, PowerPoint, etc.), e-mail, telephone, printer, calculator, copier, cell phones, PDAs and other hand held devices.
Travel Requirements:
-10-25% required
Typical Physical Demands:
-Typical office environment. 
-Ability to sit and stand for extended periods of time; ability to lift 5-50 lb

Additional Responsibilities:

Basic Function:


Under the direction of the Country Director, the position holder ensures compliance with FHI 360 and funder policies and procedures and the management and reduction of general risk to the organization. S/he will carry out independent appraisals of the effectiveness of policies, procedures and standards by which FHI 360’s financial resources are managed. S/he will review and evaluate the effectiveness and efficiency of operations, reliability of financial reporting, compliance with applicable laws and the safeguard of assets. S/he will plan, perform and report back on internal audits to ensure that financial control, financial guidelines of funder organizations and other control procedures in purchasing, procurement and contracting are in place and are being properly implemented and managed within FHI 360 Nigeria’s offices. S/he will also be responsible for advising and monitoring quality standards and ensuring value for money.



Duties and Responsibilities:


Finance and Budget Responsibilities:


  1. Examines the adequacy and appropriateness of internal controls and compliance within FHI 360 Nigeria’s policy framework.


  2. Supports management in the development of action plans to enhance performance in compliance and risk management.


  3. Contributes in the development of manuals, SOPs and other documentation identified as needs during compliance appraisals.


  4. Tests internal controls, targets in particular high risk areas; documents any weaknesses and their impact, and makes recommendations to address these weaknesses.


  5. Assesses value for money and makes recommendations for improvement.


  6. Reviews and discusses all internal audit findings with the Country Director as appropriate.


  7. Advises on quality standards, risk management policies and systems.


  8. Follows up on the implementation of audit recommendations and management action plans.


  9. Where necessary, carries out investigations of alleged fraud, mismanagement, loss of assets or any other investigation.


  10. Carries out inspections of activities undertaken by FHI 360 Nigeria  and its consortium partners


    Reporting responsibilities:


  11. Designs, plans and undertakes specific internal audit procedures (in accordance with FHI 360 and funder standards).


  12. For each assignment, prepares a written report to present findings and conclusions to management. 


  13. Makes recommendations to management and suggestions for improving the overall internal control environment;


Other duties:


  1. Provides ad-hoc advice; helps FHI 360 Nigeria staff to achieve the goal of establishing sound risk management and internal control systems; offer practical advice on how best to comply with financial policy, PEPFAR and other funder guidelines.


  2. Responds to management queries in relation to FHI 360/Nigeria’s internal control environment.


  3. Supports management in the implementation and regular review of action plans with training and technical assistance as necessary.


  4. Identify training needs and deliver training to management on compliance issues.


  5. Identify gaps in documentation (manuals, SOPs) etc and support processes of documentation development, testing and roll-out.


  6. Perform other duties as assigned.


  1. BSc in accounting or finance with 9-11 years relevant experience with international development programs that includes 3-5 years of supervisory experience in internal control function


  2. MS/MA in accounting or finance or related field with 7-9 years relevant experience with international development programs and includes 3-5 years of supervisory experience in internal control function


  3. Experience in accounting and accounting principles sufficient to prepare complex and detailed financial and budgetary analyses


  4. Experience in financial reporting, and financial management systems applications


  5. Familiarity with USAID or similar donor-funded programs is required


  6. CPA. ACA, ICAN, CIMA, CFE or any other relevant professional qualification is required


  7. Overseas internal control experience is an advantage

Method of Application

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