Investigation Coordinator

Position Overview

Case Administration & Management

• Register, log, and maintain all investigation cases in the case management system
• Ensure each case is assigned a unique reference number and classification
• Maintain accurate and up-to-date case files, records, and documentation
• Track case progress, milestones, and status updates
• Ensure proper version control and document management
• Monitor case timelines and flag delays or overdue actions

Reporting & Dashboard Management

• Prepare weekly, monthly, and ad hoc investigation reports
• Design & develop and maintain management dashboards reflecting:
• Case volumes and trends o Case status (open, closed, pending)
• Severity levels (low, medium, high, critical)
• Turnaround times and performance metrics
• Analyze data to identify patterns, trends, and risk indicators
• Support executive reporting requirements

Quality Management System (QMS) Support

• Design & Maintain investigation-related policies, procedures, and SOPs
• Ensure compliance with internal governance frameworks and standards
• Support alignment with ISO standards (e.g., ISO 37301, ISO 37001, ISO 9001 where applicable)
• Track and manage document control, revisions, and approvals
• Assist with internal and external audits, including evidence preparation
• Monitor compliance with investigation processes and protocols

Documentation & Records Management

• Ensure all investigation records are: o Securely stored o Properly indexed o Easily retrievable o Mirror Backup
• Maintain both digital and physical filing systems
• Ensure compliance with data protection, confidentiality, and retention policies
• Manage archiving and disposal of records in line with legal requirements

Office Administration (Investigations Function)

• Manage day-to-day administrative operations of the Investigation Office
• Coordinate meetings, interviews, and investigation-related logistics
• Prepare meeting packs, agendas, and minutes
• Maintain office supplies, systems, and administrative tools
• Act as a central point of coordination for investigation-related communication

Whistleblowing & Intake Support

• Receive and log reports from whistleblowing channels (email, app, call-center)
• Ensure all reports are properly captured, categorized, and assigned
• Maintain confidentiality and sensitivity of all incoming reports
• Track intake volumes and reporting channel effectiveness

Data Integrity & Confidentiality

• Ensure strict confidential handling of sensitive and classified information
• Maintain access controls and data security protocols
• Support secure sharing of information on a need-to-know basis

Process Improvement

• Identify opportunities to improve:
• Reporting efficiency
• Case tracking systems
• Administrative workflows
• Support automation and digitalization initiative

& Experience

• Diploma or Degree in Business Administration or Business Intelligence (BI) or Criminology / Security Management or Legal Studies or related field
• Minimum 3–5 years’ experience in Investigation or Audit Management, Business Intelligence Management, Administrative or investigations support, Case management or compliance environment o Reporting and data analysis

• Regional Experience: EMEA - Eastern Europe

• Languages: English (required) Russian, Polish, Arabic (added value)

Skills

• Strong proficiency in:
• Ability to Build Operational Dashboards
• ERM Management