Officer - Ethics & Business Integrity EMIRATES GLOBAL ALUMINIUM (EGA)

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:

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  • 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

  Performs other duties or assignments as required.

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