Field Compliance Specialist at International Medical Corps

Job Summary

• The Field Compliance Specialist is a member of the Field Compliance Unit and is responsible for performing compliance reviews in the country of operation. Compliance work needs to be performed by the Ethics & Compliance Charter, country work plans, International Medical Corps policies & procedures, and Donors’ regulations.
• Compliance is an advisory function having an independent status within International Medical Corps.
• The Field Compliance Specialist shall have a dual reporting relationship; an administrative line with the Country Director and a technical line with the Regional Compliance Coordinator or Head of Field Compliance.
• The Field Compliance Specialist will be appointed by the Country Director on the recommendation of the Regional Compliance Coordinator and/or Head of Field Compliance.
• The Regional Compliance Coordinator and/or Head of Field Compliance also participate in the Compliance Specialist’s performance appraisal (from the technical aspect) and the decision-making process in case of potential disciplinary measures, including staff dismissal.
• The Field Compliance Specialist shall have no executive or managerial powers, functions, or duties.
• The Field Compliance Specialist promotes and encourages a culture of compliance and ethics throughout International Medical Corps.
• As applicable to the position, maintains a clear understanding of International Medical Corps and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity.
• Communicates these values to staff and partners and requires them to adhere to these values. To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

Main Tasks and Responsibilities

• Ethics and Compliance Department Overarching Responsibilities
• Promotes and encourages a culture of compliance throughout the organization.
• Encourages transparency, communication, and teamwork related to the Ethics and Compliance Charter and its Department objectives.

Core Duties

• Prepares country work plan, which determines the scope, sample size, timing, and frequency of compliance reviews in the country.
• Conducts compliance reviews by the agreed country work plan.
• Assists management in effectively identifying, documenting, and mitigating compliance risks associated with program and operations activities.
• Prepares and timely submits compliance reports with observations and recommendations for technical review to the Regional Compliance Coordinator and/or Head of Field Compliance.
• Timely issues monthly and quarterly reports to country management.
• Regularly verifies progress made toward compliance recommendations and agreed on action plans.
• Provides advisory services to country management on improvements and engages with other departments to support improvements in internal controls.
• Ensures that recordkeeping of compliance reviews kept on shared files is timely, accurate, and complete.

Communication:

• Proactively communicates results of compliance reviews and identified gaps with country management and supports corrective measures in real-time to avoid non-compliance.
• Prepares and provides necessary updates and reports on field compliance work as needed.
• Maintains regular communication with key stakeholders at the country and HQ level as required.
• Capacity building and training
• Works with other relevant departments on developing and providing Fraud, Bribery, Conflicts of Interest, and other training to International Medical Corps staff and partners.
• Researches available sources and remains up-to-date on relevant trends and activities in the global compliance profession within the NGO community.

Other Responsibilities:

• Suggests changes to the policies and procedures and improvements to the systems.
• Assists management with remedying any gaps in internal control.
• Regularly participates in regional compliance meetings.
• Assists Compliance Investigations Unit and country management with investigations upon their request and subject to the approval of the Regional Compliance Coordinator and/or Head of Field Compliance.
• Conducts any other tasks assigned by the Regional Compliance Coordinator and/or Head of Field Compliance to support or improve the operations of the Field Compliance Unit.

Requirements
Minimum Qualifications:

• Typically, a 4-year Bachelor’s Degree (in a three-cycle Higher Education) in Business Administration, Accounting, Risk Management, or similar. An equivalent combination of relevant education and experience may be substituted as appropriate;
• Master’s Degree in a relevant discipline preferred;
• Certification in auditing, grants management, risk and/or compliance management preferred;
• Typically, 5+ years of relevant experience working in a related field, with at least 2 years in humanitarian relief or equivalent experience;
• Experience in risk management, compliance, and/or audit required;
• Knowledge and working experience with USAID, EU, FDCO, and other donors;
• Knowledge of different types of instruments (grants, contracts, sub-awards, etc.);
• Knowledge and experience with various business processes (such as Human Resources, Program Management, Financial Management, Supply Chain Management, Information Technology, etc.);
• Strong communication including presentation skills
• Strong Time Management Skills
• Detail-oriented, with a high degree of ethics, integrity, discretion, and professionalism;
• Ability to handle sensitive matters on a confidential basis;
• Proven ability to gather, analyze and evaluate facts, define problems, draw valid conclusions and prepare and present concise written reports in English;
• Problem-solving skills;
• Ability to effectively train staff;
• Fluency in English with a proven ability to express himself/herself well verbally and in writing; Knowledge of French or Arabic is preferred;
• Ability to handle sensitive matters on a confidential basis;
• Ability to establish and retain effective working relationships with other staff and to communicate clearly and effectively, both orally and in writing;
• Ability and willingness to travel to country program locations as needed, often at short notice.
• Prevention of Sexual Exploitation and Abuse
• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.

Compliance & Ethics:

• Promotes and encourages a culture of compliance and ethics throughout International Medical Corps.
• As applicable to the position, maintains a clear understanding of International Medical Corps and donor compliance and ethics standards and adheres to those standards. Conducts work with the highest level of integrity.
• Communicates these standards to staff, if applicable, and to partners and requires them to adhere to these values.
• Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned, and are not necessarily all-inclusive.

Code of Conduct:

• As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of the International Medical Corps and donor compliance and ethics standards, and adheres to those standards.
• If this is a supervisory position, one must set an example of ethical behaviour through one’s conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding:

• It is all staff’s shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children.
• This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff is also responsible for preventing violations of our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption, or Harassment. If you see, hear, or are made aware of any violations of the Code of Conduct and Ethics or Safeguarding Policy, you must report