Coordinating compliance controls and integrity in the group, ensure implementation and administers, manages the control calendar and system access, less analytical and more focused on coordination and data management.
Activities: Reports on Business control KPIs, Irregularity logs, Key Activities related to Rep letters, fixed asset register, and adhoc activities e.g. Awareness training,oi System (oi).
Reports to Project Controls Advisor.Works with moderate work direction and is skilled and knowledgeable to the position.
Tasks
Promoting Controls Intergrity (CI) & Controls and support to raise staff
control awareness
Identify new processes or changes and ensure all FCPA requirements are properly performed/updated and approved
Assisting the Business Manager with key activities as required around budgeting and planning activity
Ensuring controls catalogs are documented/updated and approved as required by Business Manager
Supports ongoing controls activities (Audits - UIA Planning and coordination, Representation Letter Coordinating controls training for staff and maintaining training register, End-user computing risk assessments, Access Reviews)
Update & file Delegation Of Authority Guide (DOAG), FCPA's, MOC's, Job Handover checklists
Responsible for coordinating Management and Protection of Information
(MPI) Monthly Inspection & Reporting
Preparing/coordinating the development of controls documentation
Prepare monthly oi updates
Monthly reporting of KPI Scorecards for oi & CI
Provide awareness of Tools in developing oi System 10-1 for system practitioners
Oversee the management of the central External Meetings Register and reporting process
Departmental Records Contact: Serve as Department/Business Unit Subject Matter Expert (SME) and collaborate with the respective Local IMS group
Distribute Communications about Records Management within the team
Safeguard the department or business units' vital records, complete and
retain for ready access both physical and electronic records
Organize and Departmental Shared Drive folders and allocate retention codes according to Records Retention Schedule
Shared folder structuring/organizing/maintenance, installing and removal of access
Organize filing/records clean up days - include on Controls Calendar
Focal point for all documentation and review processes for departmental-owned contracts.
Monitors Quality performance and adherence to contract Terms & Conditions
Administer contracts by monitoring purchase order/agreement end dates and expenditures.
Raise Service Requisitions for the department/business unit's owned
contracts/service providers
Represents the department/vendor in contract development with Procurement
Departmental SharePoint Site Collection Administrator.
Job Requirements
Bachelor's Degree in Information Management, Business, Economics, or related Degree.
Prior experience in information and record management, administration and data analysis
Excellent written verbal, communication, presentation skills
in English
Ability to work effectively in a virtual, multi-cultural team
environment
Strong leadership and interpersonal influencing skills
Self-starter with results and schedule orientation
Advanced skills in MS Excel, including data validation, charting, pivot tables
Intermediate skills in Microsoft Office Products including Publisher, Word, Power Point
Knowledge of Microsoft Access desirable.