Internal Control Compliance Manager

GENERAL DESCRIPTION:

The Internal Controls and Compliance Manager acts as a strategic Quality Control & Process Enablement Lead responsible for designing, standardizing, and embedding operational processes and control frameworks across all departments of Hybrid Social Solutions Inc. (HSSI).

Operating through a collaborative, non-punitive, and supportive approach, the position balances two core operational pillars:

1. Process Architecture & Policy Co-Creation: Working hand-in-hand with functional leads (Operations, Last Mile Value Chains, Solar Hubs, Supply Chain, MFI Partner Management, HR/Admin, and Finance) to map, document, and establish fit-for-purpose Standard Operating Procedures (SOPs) tailored to real-world business needs.

2. Supportive Process Assurance & Quality Reviews: Conducting regular operational reviews to verify process adherence—not as a fault-finding auditor, but as a corrective partner who identifies root causes, eliminates operational bottlenecks, coaches staff, and ensures mutual success for every post and department.

KEY JOB ROLES

1. Process Architecture, SOP Design & Policy Co-Creation

• Departmental Workflow Mapping: Collaborate with department heads and operational leads across HSSI (head office, central warehouses, and regional solar hubs) to analyze, map, and document core end-to-end business workflows.
• Policy & Control Design: Co-create, write, and standardize clear Standard Operating Procedures (SOPs), process flowcharts, risk matrices, and delegated authority schedules tailored to each department's operational realities.
• Control Embedding: Integrate practical internal controls (e.g., dual approvals, segregation of duties, document verification) directly into daily workflows to prevent errors, fraud, and process breaks without creating bureaucratic friction.
• Policy Lifecycle Management: Maintain the enterprise Master Policy & SOP Register, ensuring periodic reviews, version control, and formal approval by executive management prior to rollout.

2. Collaborative Process Assurance & Quality Reviews (Non-Fault-Finding Audit)

• Constructive Compliance Audits: Execute planned, periodic quality assurance reviews across all departments and regional solar hubs to monitor adherence to approved policies and SOPs.
• Enablement-Focused Philosophy: Conduct reviews with an empathetic, problem-solving mindset—focusing on evaluating process health and system effectiveness rather than pointing fingers or penalizing individuals.
• Gap & Bottleneck Identification: Identify where policies are being bypassed due to impractical design, lack of training, or shifting business conditions, distinguishing between intentional non-compliance and systemic process flaws.
• Operational Feedback Loops: Gather direct feedback from frontline staff during reviews to understand field-level execution challenges and identify opportunities for workflow simplification.

3. Root-Cause Analysis, CAPA & Continuous Improvement

• Root-Cause Problem Solving: Facilitate collaborative root-cause analysis sessions (e.g., 5 Whys, Fishbone Analysis) with department leads when process breakdowns, compliance gaps, or operational errors occur.
• Corrective & Preventive Action (CAPA) Plans: Partner with department managers to formulate pragmatic, actionable CAPA plans that address underlying drivers rather than quick surface fixes.
• CAPA Tracking & Verification: Monitor the implementation of agreed corrective actions, conducting follow-up reviews to verify that process adjustments successfully resolve the issue.
• Continuous Process Optimization: Periodically re-evaluate existing SOPs to incorporate changing business dynamics, technological upgrades, and institutional learnings.

4. Training, Change Management & Advisory

• SOP Onboarding & Education: Design and deliver interactive training programs for new and existing personnel to ensure full clarity on approved policies, operational standards, and risk controls.
• Control Advocacy & Culture: Cultivate an enterprise-wide culture of quality, operational discipline, and voluntary compliance where teams view internal controls as tools for success rather than burdens.
• Internal Advisory Resource: Serve as an accessible internal consultant for department leads seeking guidance on process adjustments, new initiative setups, or operational risk evaluations.

5. Management Reporting & Governance

• Constructive Dashboard Reporting: Prepare clear, action-oriented Internal Control & Process Quality Reports for JIAC leadership and HSSI Executive Management, highlighting compliance trends, root-cause insights, and CAPA progress.
• Risk Register Maintenance: Maintain the company-wide Operational Risk & Control Matrix (RCM), keeping leadership informed of key risk exposures and mitigation statuses.

EDUCATIONAL AND EXPERIENCE REQUIREMENT

• Educational Background: Bachelor’s degree in Accounting, Business Administration, Industrial Engineering, Operations Management, or a related discipline.
• Professional Certifications: CPA, Certified Internal Auditor (CIA), Certified Quality Auditor (CQA), or Lean Six Sigma certification is an advantage.
• Work Experience: Minimum of 5 to 7 years of progressive experience in internal control, internal audit, quality assurance/quality control (QA/QC), or business process engineering.
• SOP Architecture: Demonstrated track record of designing, building, and refining SOPs and internal control frameworks in a multi-site or growing enterprise environment.
• Industry Exposure: Prior exposure to social enterprises, distributed supply chains, last-mile logistics, retail/inventory operations, or rural technology distribution (e.g., solar, micro-finance) is highly preferred.
• Audit Philosophy: Proven experience operating in a collaborative, non-punitive audit or process improvement environment.

CORE COMPETENCIES

• Collaborative Compliance & Coaching Mindset: Outstanding ability to engage constructively with personnel at all levels, building trust and coaching teams toward policy adoption without creating defensiveness or friction.
• Process Mapping & SOP Documentation: Expertise in business process modeling, flowcharting, procedure drafting, and control point identification.
• Quality Assurance & Root-Cause Mastery: Deep understanding of QA/QC frameworks, continuous improvement methodologies (PDCA, CAPA), and root-cause analysis tools.
• Operational & Inventory Acumen: Strong practical knowledge of inventory management, warehouse controls, field cash handling, and supply chain risk management.
• Empathy & Change Management: Exceptional active listening, interpersonal, and communication skills to explain the 'why' behind controls and drive cultural change.
• Analytical & Solution-Oriented Thinking: Ability to quickly assess complex operational situations, distinguish systemic problems from human error, and co-design realistic solutions.
• Professional Integrity & Objectivity: Uncompromising ethical standards balanced with high practical flexibility to support business goals.