Manager, Field Compliance

JOB SUMMARY: The Compliance Manager is a member of the Field Compliance Unit and is responsible for overseeing the country-level compliance officers and results of compliance reviews in the country of operation. Compliance Manager manages, provides technical oversight and trains the compliance officers to ensure that compliance work is performed in accordance with 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 Compliance Manager shall have dual reporting relationship; an administrative line to the Country Director and a technical line to the Regional Compliance Coordinator or Head of Field Compliance. The Compliance Manager 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 Manager performance appraisal (from the technical aspect) and in decision-making process in case of potential disciplinary measures, including staff dismissal. The Compliance Manager shall have no executive or managerial powers, functions nor duties except those relating to the management of the compliance staff.

The Compliance Manager 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 to 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.

Leadership & Management Oversight

• Manages, provides technical oversight, and guides the country-level compliance staff under her/his supervision (compliance officers) who conduct compliance reviews in accordance with the agreed country work plan.
• Prepares country work plan, which determine scope, sample size, timing and frequency of compliance reviews in the country.
• Assists management to effectively identify, document and mitigate compliance risks associated with program and operations activities.
• Reviews samples prepared by the compliance officers before compliance review starts.
• Monitors staff’s progress; performs quality check and approves work deliverables performed by the compliance officers as required by the country work plan.
• Provides guidance and advice to compliance officers as necessary.
• In absence of compliance officers, conducts compliance reviews in accordance with the country work plan.
• Prepares and timely submits compliance reports with observations and recommendations for technical review to Regional Compliance Coordinator and/or Head of Field Compliance.
• Timely issues monthly and quarterly reports to country management.
• Ensures that progress made towards compliance recommendations and agreed actions plans is being regularly verified.
• 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 file is timely, accurate and complete.
• Participates in recruitment process of the compliance officers.
• Evaluates performance of the compliance officers.

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.
• Conducts regular meetings with compliance officers to discuss work plan, tasks, challenges and other matters as required.
• Maintains regular communication with key stakeholders at country and HQ level as required.

Capacity building and training

• Provides on-the-job training and support to the compliance officers.
• Works with other relevant departments on developing and providing Fraud, Bribery, Conflicts of Interest and other trainings 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 the regional compliance meetings.
• Assists Compliance Investigations Unit and country management with investigations upon their request and subject to approval of the Regional Compliance Coordinator and/or Head of Field Compliance.
• Conducts any other tasks assigned by Regional Compliance Coordinator and/or Head of Field Compliance with the aim of supporting or improving the operations of the Field Compliance Unit.

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 not necessarily all inclusive.