Job Description

Job Title: Associate Specialist, Field Compliance LN

Location: Yemen Aden - Aden, YE (Primary)

Yemen Office: Aden

Category: Ethics & Compliance

Date Needed By: 7/1/2024

Program Description (Background)

International Medical Corps is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance

Job Description

JOB SUMMARY:  The Field Compliance Associate 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 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 Field Compliance Associate Specialist shall report to the Field Compliance Senior Manager technically. The Regional Compliance Coordinator and/or Head of Field Compliance may also participate in the Field Compliance Associate Specialist’s performance appraisal (from the technical aspect) and in the decision-making process in case of potential disciplinary measures, including staff dismissal. The Field Compliance Associate Specialist shall have no executive or managerial powers, functions, or duties. “

The Field Compliance Associate 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 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.

Core duties

• Prepares country work plan, which determine scope, sample size, timing and frequency of compliance reviews in the country.
• Conducts compliance reviews in accordance with the agreed country work plan.
• Assists management to effectively identify, document and mitigate compliance risks associated with program and operations activities.
• 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.
• Regularly verifies progress made towards compliance recommendations and agreed actions 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 file 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 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 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.

Job Requirements

MINIMUM QUALIFICATIONS

• Typically, a 4-year Bachelor´s Degree (in a three-cycle Higher Education) in Business Administration, Accounting, Risk Management or similar. 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, 3+ years of relevant experience working in related field, with at least 1 year in humanitarian relief or equivalent experience; 
• Experience in risk management, compliance and/or audit preferred;
• Knowledge and working experience with USAID, EU, FCDO and other donors preferred;
• Knowledge of different types of instruments (grants, contracts, sub-awards etc.) preferred;
• 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 to 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.

Additional Technical or Language Requirements

Please note, for Yemen-based roles, we are only able to accept applications from candidates who are eligible to work in Yemen. Since the position is a national role, we are unable to progress applications that would require sponsorship International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document. Website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com. Please do not submit your CV or application to this website, it will not be considered for review

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 International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to 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 to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report. If this is a supervisory position, one must set an example of ethical behavior through one’s own 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 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, and any form of trafficking in persons.

EQUAL OPPORTUNITIES

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.