Compliance and Audit Officer at MEBS Global Reach, Nigeria

MEBS Global provides a variety of in-country support and local assistance as well as cargo transportation and logistics management services with primary focus in emerging markets and conflict, post conflict environments in the Middle East, Asia, and Africa. MEBS Global maintains 12 offices in 11 countries including 2 offices in Nigeria.

MEBS Global has been awarded the Fourth Party Logistics (4PL) service provider contract for the Malaria Component of the Global Fund Grant Cycle 7 (GC7) on behalf of the Government of Nigeria (GoN), building on previous efforts to enhance its visibility and involvement in warehousing and distribution operations. MEBS Global is expected to manage the warehousing and distribution of malaria commodities in the 13 Global Fund supported states.

We are recruiting to fill the position below:

Job Title: Compliance and Audit Officer

Location: Central Business District, Abuja (FCT)
Employment Type: Full-time

Roles and Responsibilities

• The Compliance and Audit Officer is a key member of the Compliance and Audit department that is saddled with the responsibility of ensuring compliance and audit-related activities within the Fourth Party Logistics (4PL) service provision for the Malaria Component of the Global Fund Grant Cycle 7 (GC7) on behalf of the Government of Nigeria (GoN). This individual will ensure compliance with local regulatory requirements, internal policies, and contractual obligations, specifically focusing on The Global Fund's financial controls, audit procedures, compliance standards, and LFA (Local Fund Agent) audit requirements.
• The Compliance and Audit Officer will play a crucial role in ensuring the accuracy, integrity, and compliance of documents submitted by third-party logistics (3PL) vendors for distribution services. The responsibilities will revolve around meticulously auditing documents, verifying data, and ensuring adherence to contractual procedures. The role will require attention to detail and analytical skills in maintaining high standards of quality and compliance within the distribution operations.
• The Compliance and Audit Officer reports directly and under the supervision of the Compliance and Audit Manager and will work collaboratively with mostly the Finance, Supply Chain Operations, Procurement and TQM Departments.

Specific Responsibilities
Document Auditing:

• Review and assess various documents submitted by 3PL vendors, including but not limited to proof of delivery documents (POD), waybills, and invoices.
• Scrutinize documents to ensure they meet predetermined standards, contractual obligations, and regulatory requirements.
• Identify discrepancies, inaccuracies, or missing information within the submitted documents.

Data Verification:

• Validate the accuracy and completeness of data provided in the documents against internal databases, systems, or reference documents.
• Cross-reference data elements such as quantities, product descriptions, serial numbers, and shipping details to confirm consistency and correctness.
• Conduct thorough investigations and inquiries to resolve any discrepancies or inconsistencies found during data verification processes.

Compliance Monitoring:

• Ensure that all documents and processes comply with the established contractual agreements, regulatory guidelines, and industry standards.
• Stay updated on relevant regulations, contractual obligations, and procedural requirements pertaining to distribution services.
• Flag any instances of non-compliance and escalate them to the TQM, finance and Procurement departments for further action or resolution.

Communication and Collaboration:

• Collaborate closely with internal teams such as procurement, supply chain operations, and total quality management (TQM) to address compliance-related issues and concerns.
• Communicate effectively with 3PL vendors to provide feedback on document submissions, clarify requirements, and resolve discrepancies in a timely manner.
• Document audit findings, observations, and corrective actions taken for future reference and reporting purposes.

Process Improvement:

• Identify opportunities to streamline and enhance the document validation process through automation, standardization, or optimization of workflows.
• Propose improvements to existing procedures, tools, or systems to increase efficiency, accuracy, and compliance within the distribution operations.
• Actively participate in continuous improvement initiatives aimed at enhancing the overall quality and effectiveness of Compliance and Audit processes.

Management of 3PL Invoicing and Operational Database:

• Routinely capture all 3PL invoice and related operational data on the 3PL invoice tracking database.
• Track 3PL contract ceilings on the database and alert the procurement and supply chain operations team when contract ceilings are to be exceeded.
• Track all open or unfulfilled 3PL orders and accruals on the 3PL invoice tracking system, including the estimated cost for all open work orders.
• Work with the supply chain operations team to generate unique work order numbers and ensuring end-to-end visibility from order placement to payment of invoice by the finance department.
• Serve as the entry point for all 3PL invoices submission and ensuring timely processing of 3PL invoices for payment by finance.
• Troubleshoot any delay on invoice payment and escalate concerns to the project leadership.

Evaluation Method:

• Annual performance appraisals
• Quarterly documented feedback and mentoring discussions
• Quarterly score card of work plan tasks and achievements
• Other duties as assigned.

Qualifications

• Bachelor’s Degree in Business Administration, Supply Chain Management, Finance, or a related field.
• Proven experience in a similar role within the logistics, supply chain, or distribution industry.
• Strong understanding of document management, Compliance and Audit, and compliance principles.
• Proficiency in using relevant software applications and tools for document analysis and data verification.
• Excellent analytical skills with a keen eye for detail and a systematic approach to problem- solving.
• Effective communication skills with the ability to collaborate cross-functionally and interact with external stakeholders.
• Familiarity with regulatory requirements, industry standards, and contractual agreements related to distribution services.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
• Commitment to upholding integrity, confidentiality, and ethical standards in all aspects of work.
• Interpersonal Competencies: ability to work with other team members, flexibility, decisiveness and personal integrity.

Language:

• Fluency in English (speaking, reading, and writing).

Application Closing Date
15th June, 2024.

How to Apply
Interested and qualified candidates should send their CV and Cover Letter as a single PDF document, addressing the position requirements, to: [email protected] using the job title as the subject of the mail.

Note

• Only shortlisted candidates will be contacted for interview,
• We are an equal opportunity organization so women are strongly encouraged to apply for this position.