EdM Organization recruit Operations Manager and Internal Auditor

 

JOB DESCRIPTION

(Operations Manager and Internal Auditor, EdM  in Dien Bien)

 

 

Anh-Chi-Em program (ACE) was established by Entrepreneurs du Monde in 2007 in the Dien Bien province to offer financial and socio-economic services to farmers from marginalized ethnic minorities.

 

Anh Chi Em envisions business development and poverty alleviation through the connection of poor households in marginalized areas with the resources they need.

 

Anh Chi Em’s mission is to help poor households in remote areas to reduce their vulnerability and reach better living conditions through the provision of quality financial and capacity building services in a sustainable way.

 

EdM Organization in Dien Bien is currently looking for qualified candidates for following positions: Operations Manager and Internal Auditor.

1. Operations Manager :

 

Function:

• Plan and supervise the operations team to achieve short-term and long-term targets
• Manage the products and services offered by maintaining proper policies, procedures, controls, and reporting systems.
• In carrying out these duties, the Operations manager must ensure the social mission of ACEand in the adaptation of the services to the target rural population

Duties:

·     -   Participate to the strategic planning and operations

• Participate in organizational planning processes including budgeting, strategic planning and portfolio projections
• Contribute fully to the medium and long term strategic plan for the ACE program including ideas generation and tangible operational plans
• Provide analysis, advice, and recommendations to the Executive Director and Executive Committee on all matters relating to the operations of the program
• Support, participate, and ensure effective implementation of various social performance management studies and reports informed by operations staff including satisfaction surveys, exit surveys and socioeconomic profiling
• Participate, when required, to Board and Steering Committee meetings

·     -   Guide the operations team on Financial and non financialservices by establishing, monitoring, and enforcing policies and procedures.

• Maintain appropriate products and services that meet the needs of borrowers
• Conduct regular/necessary survey and participate in the design of products and services based on survey results to better understand and meet the needs of borrowers
• Ensure the financial and socio-economic services are provided in a complementary and well coordinated way, by the relevant members of the team.

·      -  Daily supervise the team to ensure achievement of results, compliance, efficiency of operations and protect ACE’s assets & reputation. Detail tasks are as follows:

• Maintain appropriate promotion/communication program to disseminate information about ACE’s products and services
• Participate in the review and approval of loan applications
• Supervise the monthly collection of loan repayments, overduesConduct regular on-site visits to maintain close contact with the field
• Conduct regular meetings with the whole operations team to ensure close follow-up of the activities and to offer them the required support when needed.
• Conduct regular meetings with the financial services team leader to monitor their activities and ensure good coordination with the financial services to best meet the clients’ needs
• Conduct regular meetings with the Socio-economic services unit to monitor their activities and ensure good coordination with the non financial services to best meet the clients’ needs
• Complete operational outputs by scheduling and assigning employees, following up on work results.

·      - Prepare, analyze, and consolidate data on operations

• Prepare and lead the work planning, budgeting of Financial Services unit and Financial servicesin;
• Effectively use MIS and related sources of information to implement daily and weekly reporting flows to keep up to date on the status of the operations and take necessary actions when needed
• Prepare and review the monthly reports on Financial servicesand non financial servicesby collecting, interpreting, and reporting data to Program Manager.
• Analyze variances between actual and plan to identify shortfalls on timely basis and initiate/ propose needed actions
• Prepare special reports by collecting, analyzing, and summarizing information and trends.

·     -  Manage operations staff at district, commune level and cluster heads at village level:

•  Recruit, select and train employees with approval of the Program manager
• Provide orientation to them on an on-going basis
• Plan, monitor and evaluate their results vs set objectives and their discipline vs internal rules

·      -  Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

·     -  Contribute to team effort by accomplishing related results as needed.

Reporting:

• Program Manager
• EDM

SUPERVISE:

• Branch managers and operations team

 

Skills/Qualifications:

University graduated in Economic/ or finance/ or accounting/ or banking

At least one year experience at managerial position.

Prior experience in microfinance, and in rural areas is an advantage

Demonstrate high level of trustworthiness and  commitment for social missions

Financial Skills, Analyzing Information , Developing Budgets, Performance Management

Good Computer skills: MS office, Accounting software/ or computerized MIS

Good Team work skills

Good Communication & Training skills

Proficiency in English

Ability to motivate staff, effectively deal with local authorities.

Willing to conduct regular field visits in remote areas.

Result oriented and ability to work under high pressure.

 

2. Internal Auditor:

 

ROLE OF THE POSITION TO THE PROGRAM:

The internal auditor is responsible for ensuring compliance of the operations and activities of Anh Chi Em with the procedures in force; he / she must also make sure that the said procedures enable the programme to provide quality services in an efficient and controlled manner, and in compliance with the vision and mission of the institution

 

KEY TASKS 

• Ensure the safety, appropriateness, effectiveness and efficiency of the ACE program’s operations as well as reliability of financial reporting by performing Internal Auditing within the ACE program activities
• Ensures compliance with Anti Money Laundering regulation and procedures and Financial and Non-financial policy and process.
• Audit on regular and unregular basis upon the demand of Program Director and Entrepreneurs du Monde’s country representative.
• Produce audit reports, circulate them to the concerned persons within the programme and ensure follow-up.
• Provide recommendations to improve the policy, process and practices as well as compliance to correct weaknesses and lack of control. Check safety, efficiency and knowledge of procedures’ implementation
• Develop internal audit program to implement and review existing audit program to meet new established system of the program
• Keep relationship with External Auditors on Internal Control Report to work on finding issues and action taken

 

DUTIES & RESPONSIBILITIES

*Direct Internal Audit Conduct

The IA’s responsibility is to assess compliance with the policies, procedures and management tools of the ACE program and to appraise these to ensure that they allow activities to be properly managed in an efficient and controlled manner. The IA shall:

• Insure that policies and current practices pursue the mission of ACE.
• Work according to the agreed Internal Audit Plan and internal audit policy approved by EdM country representative and ACE program director to perform regular reviews of the operations and unscheduled inspection upon the request in the field and in head office;
• Evaluate the safety, appropriateness, effectiveness and efficiency of the ACE program’s operations as well as reliability of financial reporting through unscheduled inspections, regular weekly and monthly checks;
• Identify and measure all types of risk including institutional, operational, financial and external risks
• Ascertain the extent of compliance with established policies, procedures and instructions;
• Recommend improvement in policy, process and procedures to mitigate and prevent risks;
• Appraise utilization of resources with regard to economy, efficiency and effectiveness;
• Insure assets are safe and verify their existence and conditions (inventories);
• Check compliance with applicable laws and regulations;
• Conduct follow-ups to ensure issues encountered have been fixed by concerned person.
• Conduct regular field visits, and surprise checks both on the field and at head office.
• Verifies the compliance with the policies and sytems to prevent the risk of client over-indebtedness

 

*Anti money laundering (AML).

• Maintain awareness of any updates in International regulations as regards AML procedures.
• Ensure completeness and regular updating of all policies and procedures as regards AML. In case of necessary updating of any of the AML policies or procedures, approval of PM and EdM will be required for finalisation and implementation.
• Train all staff on AML policies and procedures at ACE. This includes a short session to be had with all new incoming staff, as well as refresher courses as required to current staff.
• Ensure compliance and implementation of all AML procedures through appropriate internal control
• First point of reference for all staff to declare any activities that may be considered as potential money laundering operations
• Declaration of such case ,if relevant , to the appropriate local authority

 

*Frauds Investigation

• Leads any special appraisals, inspections, investigations, examinations or reviews on frauds, suspect cases or irregularities requested by the PM or by Entrepreneurs du Monde.
• Insure an effective complain management system is in place

 

*Reporting Systems

• Produce monthly audit reports and maintain report systems across management and report to the PM and to Entrepreneurs du Monde
• Review yearly the adequacy of the ACE program’s system of internal controls and suggest improvements.
• Express an overall impression of the audit without fear or favor to the management

• Draw attention to any failure to take remedial action
• Keep relationship with External Auditors on Internal Control Report to work on finding issues and action taken
• Liaise with external auditors to ensure that there is no duplication of audit efforts

 

LINE OF AUTHORITY:

The IA is authorized to:

• Decide, subject to the approval of the PM or Entrepreneurs du Monde, on the nature, scope and timing of spot audits (i.e. outside of the regular audit plan);
• Enter all premises of the ACE program and have access to and inspect all documents and records;
• Require any officer of the ACE program to supply such information, explanations, documents and records as many be needed for audit or investigation purpose; and
• Have unrestricted access to line managers and staff of the ACE program and Entrepreneurs du Monde at any reasonable time for audit or investigation purpose.

 

HOW TO APPLY:

Please send your CV and cover letter (in English) to email address: jobs.for.ngo.hanoi@gmail.com

Deadline: 15/9/2016

      Any question please contact: Ms Quyen. Tel: 043 8265118