Job Description
JOB TITLE: Risk and Compliance Officer
REPORTS TO: Programme Manager
STAFF REPORTING TO POSTHOLDER: None.
DURATION & HOURS: Full–time & fixed term, renewable based on performance and
availability of funds.
PURPOSE OF THE ROLE
The purpose of this role is to provide risk and compliance expertise on Farm Africa’s (FA)
Master Card funded Programme titled: Aquaculture Futures: Sustainable Jobs for Kenyan
Youth. The programme aims to tap the potential offered by the aquaculture sector for
entrepreneurship and employment, building knowledge and capacity so that young people,
especially women, are attracted by the opportunities and growth potential offered by working
in aquaculture and mariculture.
The risk and compliance officer will be responsible for performing compliance checks on the
overall programme systems, processes and trainings to support Farm Africa and Programme
partners in meeting donor, statutory and organizational requirements. He/she will ensure that
donor rules and regulations are fulfilled, provide adequate information and awareness to staff
and partners on donors’ rules and regulations, and compile, document and make accessible
for all relevant donors and government agencies. The post holder shall organize grant
management meetings, facilitates donor and statutory audits, performs regular compliance
checks both on FA and partners operations, and make follow ups on the required action points.
This role is critical as it focuses in managing risk arising from non-compliance, and maintaining
good external donor and government relationships.
KEY TASKS AND RESPONSIBILITIES
Key areas of responsibilities are:
1. Donor, statutory and organizational compliance
Make regular follow-ups on changes in donor rules and regulations and advice the
Programme manager and Project Finance Managers on necessary compliance/
adaptability mechanism with the financial processes.
Ensure that the financial transactions are processed in line with the most up to date
local laws.
Report to Programme manager whether statutory obligations are settled within due
dates and any compliance risks for failure on timely payment/s.
Ensure the partner allocations are done in accordance to the contracts and donor
guidelines.
Review the in-country Finance, HR, and other manuals and advice the programmes
managers and respective departments on any necessary changes, as appropriate.
Check implementation of country specific policies such as authorization limits, cash
holding limits, cash movements, staff work advance payments, use of bank payment
instruments, etc.
Maintain and keep track of donor fund requests including preparation of fund requests
to donors as per the timelines.
Liaise with the finance and program managers in ensuring timely submission of donor
and organizational reports.
Liaise with the programme finance managers and field team in ensuring government
reports are submitted timely.
Liaise with respective programme finance managers to ensure all grant files are stored
both in soft and hard copies as per Farm Africa’ standard grant filing system.
Focal person for facilitating all system reviews and due diligence exercise by donors.
Perform risk assessment with regard to partners’ financial compliance and report timely
on the outcomes.
Perform regular partner support visits and maintain issues log to make follow-ups on
issues identified during the visit; and share the agreed action points with all concerned
copying the Programme Manager.
2. Compliance and Audits
Regularly, using sampling techniques, review financial documents and check
compliance with the applicable donor and statutory guidelines.
Maintain ‘Audit Control’ file up to date with all the necessary internal and external
policies and procedures, including but not limited to delegation of authorities,
exceptions, SMT memos, special approvals, and others.
Facilitate annual statutory, donor, and internal audits and address all the comments
liaising with the finance team and Programme Manager.
Maintain issues log and tracking sheets based on audit Terms of Reference (ToRs)
and findings to follow up action points with all concerned as per the agreed deadlines.
Regular review of vehicle logbooks, inventory records, distribution lists and report on
findings to the relevant departments.
Regular review of staff files such as staff contract files, timesheets, payroll, etc and
report on findings to all concerned.
Regular review of programme HR files documents such as staff contract files,
timesheets and payroll and report on findings.
Review the risk matrix and advise on relevant mitigation measures.
Ensure Farm Africa’s anti-fraud policies are adhered to all the time.
3. Financial system; Budget & financial reporting and Finance documentation:
Liaise with the finance managers to ensure that appropriate financial systems and
controls are in place to minimize risk.
Check that that management responses to audits performed are communicated on
time and that audit recommendations are implemented.
Participate, when necessary, in reviewing of donor budgets and final financial reports
before submission to the UK office for further reviews. This includes, compliance
checks for formats used, eligibility, additional documentation required, risks analysis,
and reconciliation of facts and figures between the budgets/ reports and project
proposals / narrative reports.
Maintain bank signatory list and update the bank accounts status in the tracking sheet.
Ensure that bank signatories leaving FA are removed and new ones are added in the
bank system timely and seek written confirmation from the banks for the list of active
signatories at least on a calendar quarter basis.
Lead on the full process assessment for potential Partners including capacity building
plan (on finance components) where required and ensure that the plan is implemented.
Facilitate timely processing of payments for all partners following the right procedures
and securing approval as per Delegation of Authority including reconciliation of
partners’ advances.
4. Training on risk and compliance
Provide compliance orientation to budget-holders, which will enable them in making
informed decisions in compliance with applicable laws.
Organize trainings and workshops to the Programme team on donor rules and
regulations and any new government policies and directives.
5. Other Duties:
Representative in relevant special task forces and committees.
Undertake any other relevant duties as may reasonably be assigned by the line
manager.
These essential functions are not to be interpreted as a complete statement of all duties
performed. Employees will be required to perform other job related duties as required. All work
responsibilities are subject to having performance goals and/or targets established.
PERSON SPECIFICATION
Essential Desirable
Education, qualifications & other knowledge
BA in the area of finance/accounting, Law and
related fields
Risk certification or equivalent
professional qualification.
Excellent communication skills in English
language(both written and verbal)
A sound understanding of administration
procedures
Good understanding and firm belief in gender
equality
Experience
Minimum of 5 years similar experience in
NGOs.
INGOs experience is more preferable.
Skills & abilities
Computer Literate
Working under pressure and meeting tight
deadlines
Strategic and analytical thinking
ability
A high level of attention to detail and problem
solving skill
Team building skills and the ability to
work in a multicultural environment and
in a multi partner approach.
Risk assessment capabilities Strong sense of integrity and personal
commitment to the goals and values
of Farm Africa
Thorough knowledge of vulnerability/security
Discretion and ability to handle confidential
and sensitive information
Legal and moral integrity
Strong communication and interpersonal skills
Our Values
Investing in smallholder farming is the number one way to combat poverty in rural Africa. Farm
Africa is a leading NGO specialising in growing agriculture, protecting the environment and
developing businesses in rural Africa.
EXPERT. Deep expertise and insightful evidence-based solutions are at the heart of
everything Farm Africa does.
GROUNDED. Positive change starts with Africa’s people, so our experts work closely with
local communities, engaging them in every level of decision-making.
IMPACTFUL. We take a long-term view so we can deliver lasting changes for farmers and
their families.
BOLD. We model innovative new approaches and are not afraid to challenge strategies that
are failing.