Officer - Ethics And Business Integrity

Job description:

Title: Officer - Ethics & Business Integrity

Legal, Ethics & Business Integrity

JOB PURPOSE

Provides analytical and coordination support to assist in the development and implementation of Emirates Global Aluminium’s (EGA’s) ethics & compliance program in line with leading practices and applicable laws, regulations, policies and standards in order to promote ethical decision-making and support business functions across the Group on all matters related to ethics & compliance policies, programs and issues In line with defined protocols and quality standards.

KEY ACCOUNTABILITY

Policies, Systems, Processes & Procedures

• Follows all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.
• Demonstrates compliance to organization’s values and ethics at all times to support the establishment of a values driven culture within the organization.
• Contribute ideas to enhance EGA’s ethics & compliance program.
• Publishes ethics & compliance policies and procedures on the intranet.
• Provides accurate and helpful advice to employees on the Code of Conduct and other ethics & compliance policies, procedures, processes, and standards.
• Implements the gifts & entertainment process, seeking advice and escalating issues as appropriate:
  • Reviewing and updating the policy/procedure, as necessary.
  • Reviewing and advising on gifts & entertainment declarations.
  • Maintaining the Gifts & Entertainment Register.
  • Promoting awareness and understanding of requirements and expectations to ensure ethical decision-making and compliance with the procedure.
  • Providing analysis and data to the Ethics & Compliance Associate Manager.
• Implements the conflicts of interests’ process, seeking advice and escalating issues as appropriate:
  • Reviewing and updating the policy/procedure, as necessary.
  • Reviewing and advising on conflict-of-interest declarations in accordance with guidelines.
  • Maintaining a record of positive conflict of interest declarations, and mitigation steps.
  • Promoting awareness and understanding of requirements and expectations to ensure ethical decision-making and compliance with the procedure.
  • Providing analysis and data to the Ethics & Compliance Associate Manager.
• Assists with third party due diligence screening, explaining requirements to business areas, ensuring a good level of user understanding of screening requirements, conducting searches, and reviewing search results.

Issues and risks

• Looks out for emerging ethics & compliance issues and risks, updating the Ethics & Compliance Associate Manager, and suggesting ways to enhance the EGA ethics & compliance program.

Training and Awareness Implementation

• Maintains an annual training calendar.
• Co-ordinates with different areas of the business to understand and respond to their training needs, identifying and suggesting opportunities for training and awareness.
• Develops, in consultation with the Ethics & Compliance team, training and awareness content on the Code of Conduct and other related ethics and compliance issues. This may include:
  • Preparing content for e-learning delivered via the LMS, Axonify or other platforms.
  • Preparing PowerPoint presentations.
  • Arranging supporting materials (quiz, case studies, posters, prizes etc.)
  • Liaising with relevant internal teams and external service providers.
• Delivers training as per defined standards:
  • Liaising with relevant internal teams to arrange the training.
  • Identifying and arranging an appropriate venue / virtual meeting.
  • Arranging invites / enrolments.
  • Promoting awareness via emails / text messages / intranet banners etc.
  • Communicating expectations on completion requirements.
  • Presenting the training as required, including induction training.
  • Maintaining records of course attendance.
  • Responding to queries.
• Maintains a record of completion statistics, providing analysis and data to the Ethics & Compliance Associate Manager.

Capability Building

• Supports and delivers training and awareness to:
  • Ethics & Champions (‘train the trainer’), enabling them to deliver training and awareness within their areas.
  • Supervisors (‘train the trainer’), enabling them to deliver ethics & compliance awareness within their areas.
  • EGA Group’s legal team, enabling them to identify ethics & compliance risks and promote ethics & compliance awareness.

Fostering a Speak-Up Culture and Conducting Investigations.

• Participates in fostering an open speak-up culture, by maintaining good relationships with employees, an open door and listening empathetically to employee questions and concerns.
• Takes a contemporaneous written record of concerns raised in person or via the phone.
• Understands EGA’s investigation principles and guidelines, and assists in the conducting of investigations:
  • • Acknowledging new cases received on Your Voice and opening a new case in Your Voice for all cases received in person, by phone or email (including compliance@ega.ae).
    • Preparing an investigation plan for assigned cases.
    • Working with other departments to collate information and evidence, and arrange interviews, while respecting confidentiality.
    • Interviewing witnesses, explaining the importance of confidentiality and no retaliation, and taking contemporaneous notes.
    • Preparing investigation reports.
    • Arranging follow-up meetings with relevant management to agree corrective actions.
    • Updating Your Voice and internal records to record outcomes and actions.
    • Monitoring the timely completion of follow-up actions.
    • Collating and analysing investigations data, providing timely analysis and data to the Ethics & Compliance Associate Manager.

  Relationship Management

  • Develops and maintains effective working relationships with business areas and all relevant external service providers.

   Continuous Improvement

  • Contributes to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

   

  Reporting

  • Prepares timely and accurate statements and reports to meet department requirements, policies, and quality standards.

   Other Accountabilities

  Performs other duties or assignments as required.

AUTHORITY / DECISION MAKING

• Identify issues and escalate as appropriate, with day-to-day authority to take decisions on:

• • Conflicts of interest declarations in accordance with applicable policies and process.
  • Gifts & entertainment declarations in accordance with applicable policies and process.
  • Answering queries on the Code of Conduct and related ethics and compliance issues.
  • Organising training & awareness.

• Subject to Ethics & Compliance Associate Manager oversight and approval

Minimum Qualifications:

• Bachelor’s degree (preferably in law or a relevant field to the business) from an internationally recognized university.
• Ethics & compliance certification (e.g., Ethics & Compliance Initiative’s Leading Professional in Ethics & Compliance, Society of Corporate Compliance and Ethics’ Certified Compliance and Ethics Professional, or International Compliance Associations’ Diploma in Compliance) desirable.

Minimum Experience:

• 3 years’ relevant experience in ethics and compliance, preferably in a large international company in manufacturing/industry.
• Experience of delivering training and conducting internal investigations, desirable.

Knowledge and skills:

• Good knowledge of UAE laws and regulations or and/or key international laws and regulations, including the UK Bribery Act and US Foreign and Corrupt Practices Act.
• Good knowledge and understanding of ethics & compliance issues.
• Excellent verbal/written English. Arabic and/or French desirable.
• Effective research skills.
• Effective planning, organising and time management skills, with a proven ability to liaise effectively internally and externally (with vendors and service providers).