Internal Control Specialist (m/f/x) At Médecins Sans Frontières

CONTEXT

Within MSF Belgium (OCB – Operational center Brussels), the mission of the Finance Department is toprovide, through collaboration and partnership, expertise that promotes and supports the ongoing sustainability of MSF.

Within the Finance Department, the Field resources risk & internal control Unit is a key element in the strategy of the Finance Department to support the sustainability of MSF. Indeed, we are responsible for the support to all departments to improve resources related risk management, to provide reasonable assurance on the effectiveness and efficiency of the internal control and use of resources and ensure compliance with MSF Standards, laws, regulations, and contracts. It is a unit which participates actively in the creation, diffusion and development of the Field Resources Risk and Internal Controls at different levels of the Organization (HQ & Field). Among others, this unit is in charge of developing tools and implementing processes to achieve this objective.

As the Internal Control Specialist, your role is not only limited to control but also covers the promotion and implementation of actions, as well as good practices aiming at improving the performance and efficiency of MSF OCB. The unit is responsible of the prevention of risk related to resources management. By investing in training and tools, it empowers MSFers to prevent risks, anticipate better and set mitigation measures when the risk happens.

You will work under the supervision of the Field Resources Risk (& Internal Control) Referent.

MAIN RESPONSIBILITIES

Field Internal Control Support

• Identify and train an internal control focal point for each department that is in charge of identifying standard procedures carried out at countries of intervention level:
  • Contribute to the design of the countries of intervention internal controls procedures in collaboration with the technical focal point of each department and the internal audit unit
  • Advise and challenge the technical focal points on the suitability of control procedures with the addition or adaptation of their internal controls to cover all identified risks and process gaps
  • Identify the standard internal controls that must be integrated into WeCheck tool, with the technical focal points
  • Define the formulation, modalities, and frequency of the standard internal controls with the technical focal points
  • Ensure that each internal control has a written procedure available to project staff with the technical focal points
  • Advice and challenge the technical focal points in the review of guidelines, process, procedures related to internal controls and risks identified through the tool and feedback from regional FRRIC
  • Produce training and information material to raise awareness of the need for internal control
  • Conduct information sessions on internal control and animate training on the WeCheck tool at MSF OCB training courses and events
  • Brief new staff on the internal controls process and tool usage. Support the implementation of WeCheck at mission level with visit on site or distance follow up
  • Ensure that regional risk resource officers are trained and able to effectively support missions in their management of internal control processes, the implementation, and the correct use of WeCheck

Management of the WeCheck tool

• Lead the strategy of WeCheck (definition of the needs, participation in testing, communication and training material, etc.)
• Follow-up on and review the functionalities of WeCheck, in liaison with users in the projects, FASU (Finance Application Support Unit) and IT department
• Explain and support the FASU (Finance Application Support Unit) to formalize technical change and adaptation to be done by the IT department in charge of development of WeCheck.
• Ensure with the FASU that a schedule of deliverables is defined and respected
• Participate in the testing and validate the outcome
• Adapt, change, amend the standard internal controls in WeCheck based on feedback from tech focal points.
• Ensure the daily support of WeCheck users. Coordinate the first line of support in terms of access to WeCheck, technical issues, context adaptations and procedures clarification/ liaise with tech focal point
• Supervise and manage staff or intern who is assigned to temporarily support the Internal Control Specialist on WeCheck maintenance and improvement

Reporting on Internal Control

• Define needs of reporting on Internal Control coverage and results for the General Direction (GD), the Heads of departments, Cells, RST, missions and projects, internal audit.
• Define reporting needs for the analysis tool designed by the FASU (link between WeCheck and power BI)
• Analyze and formalize the reporting on Internal Control results, identify risks, formulate, and communicate recommendations to mitigate these risks
• Communicate the reporting to the identified stakeholders: at GD, technical departments, and Internal Audit (IA) levels
• Upon request, support the coordination, Country Support Team (CST), or current project in presenting the results of WeCheck and define action plan related to specific identified risks

Anti-Corruption & Risk Resources Support

• Provide support in the corruption cases and act as a backup when the referent is on leave or visiting the countries of interventions
• Advise on corruption cases directly linked to internal control issues (support with investigations if needed)
• Project specific field support (field visits, gap fill, shadowing, training on site)
• Assist with supplier due diligence and background checks for suppliers
• Intersectional communications and harmonization of tools for best resources mutualization
• Work with internal auditors on specific risk related issues and communicate internal controls results/risks for internal audit visits

REQUIREMENTS

Education and experience

• Higher education and/or equivalent through minimum 1 year of professional experience in internal auditing, risk management or control-related functions
• Professional experience in people management, project management and training
• Prior experience with MSF or with international humanitarian organization is an asset
• Good knowledge of MSF field procedures & processes is an asset

Competencies

• Analytical skills
• Good knowledge of the MSF tools and policies
• Computer: Excel proficiency, basic knowledge in coding is an asset
• Ability to work in complex culture and in a confined environment
• Negotiation qualities, flexibility, patience, and diplomacy
• Good at communication and listening
• Ability to take initiatives
• Team spirit
• Interest and motivation to work in the humanitarian sector and with MSF

Languages

• Fluency in English and French (both oral and written)

Other

• Availability and capacity to travel in any context of intervention (10%)

CONDITIONS

• Expected starting date: 1st of April 2024
• Location*: Brussels (Belgium)

*Other location/s could be exceptionally discussed. The final outcome depends on local legal limitations (residency, work permit, etc.). The local contract and standard salary grid will then apply.

• Mobility: 10% of visits in the projects
• Contract type: Open ended contract – Full time – Homeworking possible maximum 50% per week
• Salary according to MSF-OCB HQ grid
• Meal vouchers – Hospital Insurance (DKV) – Pension Plan – 100% reimbursement for public transportation costs
• Adhere to the MSF principles and to our managerial values: Respect, Transparency, Integrity, Accountability, Trust and Empowerment
• Adhere to the MSF Behavioral Commitments