Land Compliance Auditor

Dynamic People Consulting is recruiting for a Land Compliance Auditor for one of its clients in the educational sector

About this position

We are seeking a full-time Land Compliance Auditor, who will be a vital member of the land team in their push to find plots of land suitable for schools inside slums and in low income areas all over the country.

A central part of our operations includes the identification, verification, negotiation and purchase of plots of land for our schools – this might be inside a slum or in a low-income community on the edge of a city.

These plots sometimes have clouded title histories, but through our land identification and procurement process we must establish a certain amount of security -- understanding the previous ownership, other potential competing claims, titling possibility, issues with city / municipal council, lands office, etc.

To make these determinations and the actual purchase, the process may involve negotiations with local village elders, local government administration, and local landlords, and ultimately a sales or lease contract written with some or all of these participants.

The Land Compliance Auditor will form the link between the field and the office, checking on plots of land, verifying the documentation needed to ensure a clean and efficient purchasing process.

The Land Compliance Auditor will report to the Head of Department, offering written reports on plots, checklist on the documentation we have and need to have, their ownership and the research undertaken to ensure the company has the security to purchase the plot.

S/he will also be responsible for communication from the Land Department to the Finance Department, and so therefore must be an experienced Field and Operational Auditor.

The Land Compliance Officer will focus on certain elements of the land acquisition and linkage to the Finance Department.

These include:

Land:

• Meeting and dealing with land agents and vendors
• Managing a team of land specialists (people who go to the Ministry of Lands of the Local Council to undertake title searches, file documents, collect documents from vendors, etc)
• Recognising potential conflict surrounding land and land purchases, and ensuring documentation exists to fill any gaps in the plot purchase process
• Writing briefing notes and site specific reports
• Investigating conflicting land ownership claims
• Establishing and utilizing contacts at local and central government to find clear information on land ownership

Planning

• Prepare and present annual Land audit plans for review with HOD and senior management teams
• Implement the audit plans on weekly/monthly/quarterly basis

Process and Tools

• Assist in design and implementation of structures, processes, documentation and procedures for improvement of land procurement and financial controls on the same

Analysis

• Maintain up to date records of each piece of land with all pieces of information that would be required in the finance cycle e.g. tenure, documentation, minutes, notes and minutes of procurement discussions
• Prepare weekly analysis of progress on ongoing land procurement to highlight and indicate the completion state and financial/legal/contractual requirements remaining to be done for that piece of land

Field Audit

• Visit the sites with land officers and verify facts as presented by land scouts and land officers.
• Follow up any issues that are not clear and ensure they are clarified upfront before the next stage of the plot procurement
• Meet the potential sellers and ensure they are aware of the steps to expect in completing the land sale.
  
• Ensure clarity that no money should be paid to land scouts/officers and any agents purporting to work for the organisation.
• Assess suitability of land locations and seller credentials as guided by the risk analysis requirements of the Lands department
• Make any other pertinent observations that would assist the company in making the most optimal land procurement decisions
• File regular field audit reports to the Head of Lands and COO/CEO

Reporting

• Prepare and circulate weekly land updates to respective heads of department
• Prepare monthly land transaction reports and audit commentaries for review with head of lands and head of finance
• Prepare quarterly land procurement cash flow projections with monthly reviews and revisions
• Prepare land cost analysis for evaluation of agreed review issues e.g. cost per square foot comparatives etc

Inspection

• Inspect commencement of construction in new schools to provide the bridging support between lands and construction at the transition point
• Review land records with respective agents to ascertain accuracy, authenticity and any encumbrances
• Inspect land reports and records in the company’s Navision system and assure proper and consistent application of internal policy and standard land accounting policies

Approval/Payment support

• Initiate land payment processes at each level of land procurement for approval by heads of lands and finance
• Provide feedback of process completion before next level of payment can be made
• Participate in the payment supervision and collation of evidence of payment in every aspect of Land procurement

Compliance/Liaison

• Monitor city/municipal/county council fees and other payments requirements and liaise with finance for prompt payment to the right agencies
• Ensure compliance with all other internal and external rules, regulations and processes affecting land procurement and payments

Oversight

• Regular visit to the Legal advisers on land to review our land files for completeness and other required actions
• Market value reviews and feedback

This is a very hands-on job, with the Land Compliance Auditor in the field about 20% of the time (although reducing once the correct processes and tools are in place leading to greater efficiency)

About You

• You are knowledgeable of land transactions and the procedures involved
• You have project management and supervisory skills
• Operational and finance audit experience for 5-7 years preferably in a reputable property company or leading audit firms in Kenya
• Ability to plan and consistently deliver on agreed activities throughout the year
• Understanding of legal/property/financial processes will be essential- qualifications in accounting, finance, land economics or law will be required.
• Cross departmental communication skills are essential
• Highly ethical professional with proven integrity
• Well organised and process minded person
• Experience in working in very poor communities is a real plus
• Experience in dealing with sensitive issues regarding land
• You are not afraid of getting your hands dirty
• You have experience managing and working with teams of people
• You function well in a fast-paced informal environment where constant change is the norm and the bar for quality is set high
• You are comfortable with numbers and maps
• Advanced computer skills (Excel, Project Management) and web literacy

Please send your CVs to recruitment@dpckenya.com, by 23rd of August 2011.