Officer - Ethics & Business Integrity

• 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 organizations values and ethics at all times to support the establishment of a values driven culture within the organization.
• Contribute ideas to enhance EGAs 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 Groups 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 EGAs 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.
• 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 analyzing 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

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.
• Organizing training & awareness.
• Subject to Ethics & Compliance Associate Manager oversight and approval