Administrative - Control Coordinator/ Administrator II

Job title : Administrative - Control Coordinator/ Administrator II

MAIN FUNCTIONS

• Coordinating compliance controls and integrity in the group, ensure implementation and administers, manages controls calendar, system access, less analytical more 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.

KEY RESPONSIBILITIES

• Promoting Controls Integrity (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 Coordination, 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 Department/Business Unit’s owned contracts/service providers
• Represents Department/Vendor in contract development with Procurement
• Departmental SharePoint Site Collection Administrator

SKILLS AND QUALIFICATIONS

• 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, PowerPoint
• Knowledge of Microsoft Access desirable