Coordinator, Audit and Advisory Unit - GL C
The Audit and Advisory Unit (AAU) Coordinator is responsible for providing a range of coordination services for the Audit and Advisory Unit working closely with the Unit Head, Audit Managers, team members (more than 20 people) and other units in the OIG and The Secretariat. The role requires engagement with many internal and external to OIG stakeholders, and the individual should maintain high standards of professionalism, efficiency, personal communication, confidentiality, proactiveness, diligence, and independent judgment. They are expected to be on top of many competing requests, working in an independent and agile manner under tight deadlines. They should be able to problem-solve strategically and be solution-oriented, knowing to escalate for help when needed, while simplifying proposed solutions for decision-makers.
Key Responsibilities
Provide effective coordination and follow up on AAU priorities, coordinates key projects, like knowledge management, training curriculum and play the PMO (Project Management Office) role for all continuous development projects of the Unit.
Monitoring the AAU workplan:
The coordinator will work closely with the Head of AAU to monitor the unitโs work plan and KPIs. This includes:
- Provide regular analysis of the progress of each engagement, including analysis of deviations from the agreed workplan.
- Coordinate with the Professional Services Unit (PSU), the tracking of AAU performance metrics and proactively follow-up with teams to ensure timely action and results.
- Support the Head of AAU in defining the schedule of audit and advisory engagements (โpipelineโ) by providing various analysis and collect feedback from the team.
- Coordinate with PSU on timely availability and completeness of audit engagement packs and resolve related issues.
AAU training and development
- Work with the team members and Audit Managers to define and collect the Individual Development Plans and create the Unit training curriculum.
- Coordinate with PSU and team members the implementation of unit-wide training curriculum in line with outcomes of skills assessments.
- Ensure the list of Certifications for all staff members is updated and act as a focal point for the relationship with various audit and accounting bodies (IIA, ACCA, ICAEW, etc.)
- Track the learning objectives and CPD of audit team and follow-up in cases of any delays or discrepancies.
Learning and Knowledge management:
- Work closely with team members and collect lessons learned from engagements performed and share with the wider team.
- Coordinate the unitโs Learning and Development Weeks โ define agenda, engage with training providers and other speakers, organize the logistics, etc.
- Ensure all AAU policies, methodologies and guidelines are up to date, communicated regularly to staff members and stored for easy access and reference.
Resource Management:
- Coordinate the AAU staff leave plans, analyze the compliance with leave guidelines and inform the Head and Audit managers about leave schedule impact on the annual work plan.
- Work closely with PSU and managers in managing the pool of consultants โ allocation on engagements, coordination of utilization of the pool and compliance with internal guidelines re. consultants.
- Track costs of various assignments against budget, and alert Head of AAU/ managers in case of major variances.
Project Management and Coordination
- Support the project managers with the execution of unitโs continuous development projects by maintaining clear project plans and interact with key project stakeholders.
- Track key AAU projects and follow-up in case of slippages, to ensure effective project management.
- Coordinate team meetings for the AAU. This includes defining the agenda for each meeting, work closely with the speakers and keep track of actions points.
- Work with the Head to organize AAU management meetings. This includes defining agenda, present status update on previous agreed actions and keep track of decision points.
- Follow-up on tasks assigned by Head of AAU or managers and remind about approaching deadlines for unit tasks.
- Organize and coordinate Head of AAU agenda including following in up on the actions points of key meetings.
- If needed, support the audit teams with various meetings with internal/external stakeholders (e.g. Country Teams, Management Executive Committee members, Principal Recipients, Country Coordination Mechanism, Local Fund Agents, Board/ committees, donors/ partners, and any other stakeholders as part of the audit and advisory engagements
Other: Performs any other duties beyond the key responsibilities as advised by the Head of AAU/ AAU managers.
Subject to change by the Inspector General at any time at their sole discretion.
Qualifications
Essential:
- Bachelorโs Degree in a relevant field (Business Administration, Communications, Health) or equivalent combination of academic qualifications and work experience in a relevant area.
Desirable:
- Qualification in project management or equivalent, or equivalent work experience in a project management, change management or business improvement capacity.
Experience
Essential:
- Relevant experience in similar / related positions in an international / public / private institution
- Work experience of Microsoft Powerpoint and/or any similar presentation/graphic design tools, as well as MS Office and office management software
- Outstanding demonstrated experience in organizing, prioritizing, scheduling, planning and coordinating work and other activities internally and externally.
- Experience in solving problems with a client-focused approach.
Desirable:
- At least 5 years of experience in similar / related position in an international / public / private institution
- Experience working with the OIG and/ or Global Fund and its policies, processes, and systems.
- International development experience, including in an international organization, non-profit or private sector, an advantage.
- Experience working on documents organization and information retrieval systems.
Competencies
Languages:
An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of any other language would be an asset.
Functional Competencies:
- Communication - Foundation
- Audit- Foundation
- Analytical โ Foundation
- Project management- Advanced
- Due Diligence - Foundation
- Multi-Cultural Understanding โ Foundation
Other Competencies:
- Strong written and verbal communication
- Strong interpersonal abilities and professionalism
- Solid organizational and team relationship skills
- Proven adaptability and flexibility in working in a complex and dynamic environment.
- Track record of being a reliable, highly proactive and forthcoming team player with a focus on task achievement, continuous improvement, quality, and professionalism
- Proven ability to deliver results.
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Job Posting End Date25 June 2024
- Qualification in project management or equivalent, or equivalent work experience in a project management, change management or business improvement capacity.
- Bachelorโs Degree in a relevant field (Business Administration, Communications, Health) or equivalent combination of academic qualifications and work experience in a relevant area.