Confidentiality Desk & Due Diligence Administrator (Reserve List Exercise)

Vacancy Notice 907

INTERPOL is the world’s largest international police organization, with 196 Member Countries. Created in 1923, it facilitates cross-border police co-operation, and supports and assists all organizations, authorities, and services whose mission is to prevent or combat international crime. 

INTERPOL strives to achieve a diverse and inclusive workforce and welcomes applications from individuals with diverse backgrounds, experiences, and perspectives. To achieve our Diversity goals, we encourage applications from women and nationals of under/unrepresented member countries who are passionate about our mission. INTERPOL’s recruitment process is merit-based hence all hiring decisions are made considering the applicant’s qualifications and the needs of the Organization.

Job Title: Confidentiality Desk & Due Diligence Administrator (Reserve List Exercise) 
Reporting To: Head of the Confidentiality Desk
Location: Lyon, France 
Type of contract: Fixed or short term contracts
Duration (in months): Different contract durations
Grade: 5   
Number of posts: Reserve list
Level of Security screening:  Basic
Deadline for application: 12 January 2025

Conditions applying for all candidates

Only professional experience for which candidates can provide official proof of employment will be considered. Candidates could be requested to provide copies of such official documents prior to interviews/test.

* Subsequent extension to this post will be subject to the terms of the Organization’s Staff Manual, to satisfactory performance and to availability of funds.

Tests/interviews in connection to this selection procedure will take place approximately 6 weeks after the deadline for applications. Applicants are kindly requested to plan their availability during this period accordingly, in case they are short-listed.

​Selected candidates will be expected to report for duty approximately two to three months after receiving an offer of employment at the latest.

This selection exercise may be used to generate a reserve list of suitable candidates that may be used to address Organization's similar staffing needs in the future.

POST DESCRIPTION

Within the Office of Internal Oversight (OIO), and under the overall supervision of the Head of the Confidentiality and Due Diligence Desk, the post holder is responsible for assisting the Head of the Confidentiality and Due Diligence Desk with the administration of one of the following functions:

        A. Confidentiality Desk and Security Vetting

        B. Access Rights Management

        C. Due Diligence procedures 

The post holder follows the procedures and ensures the workflow management in accordance with the INTERPOL Confidentiality Regime. The post holder supports internal communication and awareness raising related to INTERPOL’s Confidentiality Regime. Within the Confidentiality and Due Diligence Desk, an Administrator will be in charge of either Security Vetting, Access Rights Management or Due Diligence.

PRINCIPAL DUTIES AND ACTIVITIES

MISSION 1A: Security Vetting

In compliance with the Organization’s policies/rules and under the responsibility of Head of the Confidentiality and Due Diligence Desk, the Administrator, security Vetting processes the security vetting requests for any person needing to access INTERPOL premises and/or information (including new staff, current staff, consultants, sub-contractors, etc.).

• Assess and manage all security vetting requests submitted by the Human Resources Management Directorate (HRM) and business units for all categories of individuals subject to security vetting;
• Liaise with relevant directorates to ensure collection and review of all required documents;
• Perform verifications and checks in internal databases and open sources for the relevant individuals;
• Assess the individual’s background on the basis of risk factors;
• Prepare and record a security vetting assessment report for each request;
• Assess and escalate to the Security Clearance Panel cases for which adverse information has been found;
• Maintain a security vetting register;
• Monitor the validity and ensure the renewal of security clearances;
• Manage and update the security vetting technical tools;
• Develop and determine adequate methods of work and documents the processes, writing Standard Operational Procedures (SOP).

MISSION 1B: Access Rights Management

In compliance with the Organization’s policies/rules and under the responsibility of Head of the Confidentiality and Due Diligence Desk, the Administrator, Access Rights Management monitors the IT access rights granted to INTERPOL staff and other persons having access to the internal network and INTERPOL’s information assets.

• Control and manage access rights requests submitted by staff, ensuring the respect of access rights policies (applies the need to know principle, obtains validation from information custodians);
• Monitor granted access rights (closely controls the good execution of approved requests, reviews the accesses granted to each information asset, documents irregularities);
• Monitor departures and users’ accounts deletion;
• Coordinate individual access rights modifications in case of staff internal moves;
• Coordinate the repercussion of structural changes in terms of data storage architecture, ensuring that consistency is maintained across the Organization according to best practices (renaming of mailboxes, reflection of the new organization in the distribution lists structure, review of access rights);
• Keep the information assets inventory up to date, in close cooperation with the Information Systems & Technology Directorate (IS);
• Keep the inventory of information custodians up to date;
• Assist information custodians in performing their duties;
• Develop and determine adequate methods of work and documents the processes, writing Standard Operational Procedures (SOP).

MISSION 1C: Due Diligence

The Administrator, Due Diligence assists the Head of Confidentiality Desk in his/her role as single Point of Contact and manager of the workflow of Due Diligence information. He/she keeps all records up to date. The incumbent will be responsible for the development implementation and maintenance of the operational due diligence function at INTERPOL. He/she will act as the focal point for conducting screenings on due diligence and approval processes related to the assessment of donation and collaboration of delivery of public and/or private sector.

Development of INTERPOL’s due diligence assessment process

• Develop a standardized operational due diligence assessment process for INTERPOL based on the pre-established directives including those issued by INTERPOL’s Executive Committee;
• Develop and maintain the technical tools to implement the due diligence assessment process, including the creation of a central registry/ database of all screened prospects and partners, as well as prospects being considerate or approached;
• Liaise with an external due diligence data provider to access database reports and to commission custom-made reports as required.

Implementation of INTERPOL’s due diligence process

• Maintain and manage incoming enquiries for due diligence of potential partners, donors and/or vendors;
• Provide guidance and support to General Secretariat directorates with regard to due diligence activities and process;
• Attend internal meetings on due diligence including the Project Portfolio Management Office (PPMO) meetings and pre-Strategic Management Board (SMB) meetings to provide guidance and support;
• Taking detailed screening of current and prospective partners and donors; conduct ethical research using environmental, social and governance criteria in line with the INTERPOL Guideline for extra budgetary resources; verify compliance with the organization screening policy; identify potential risks with a focus on reputational risk;
• Liaise with National central bureaus (NCBs), the Executive Directorate Legal Affairs(EDLA), the Chief Ethics Officer and other units for additional input to INTERPOL’s reputational risk assessment and due diligence process;
• Draft and consolidate the “Due Diligences Assessment” report for the entities requested, assessing the reputational risk and provides recommendations for due diligence cases.

Due diligence management

• Ensure due diligence tracking, monitoring and providing the hierarchy with updates on ongoing due diligence assessment activity;
• Finalize the record of due diligences activities, including reviewing the registry/database of all screened potential partners, donors and/or vendors, ensuring that the information is made available to OIO and INTERPOL as appropriate.

MISSION 2: Communication and Awareness

Under the supervision of Head of the Confidentiality and Due Diligence Desk and management, the post holder performs internal and external communication relating to the post:

• Ensure development and delivery of induction training for incoming staff;
• Participate in confidentiality awareness training for staff;
• Prepare information material and manuals;
• Update procedures, policies and files and ensures their communication throughout the Organization;
• Maintain relevant contact and confidentiality related information relating to third parties, NCB’s or authorized institutions confidentiality regimes or special handling rules for exceptional cases;
• Update internal communication including Intranet pages of unit.

MISSION 3: Communication and Awareness

• Assist the Head of Confidentiality and Due Diligence Desk and management in the functioning of the Confidentiality and Due Diligence Desk including staff and financial management, regular reporting.
• Collaborate to the implementation and improvement of IT systems, practices and processes, including compliance with security standards, and documentation of processes and procedures.
• Perform any other duties as required by the hierarchy.

QUALIFICATIONS, COMPETENCIES, AND SKILLS

EDUCATION: 

• Three to four years of completed University Degree level education or equivalent in a relevant discipline such as law, accounting or finance;
• A Masters level in an associated field would be an asset;
• Specific professional qualifications in security vetting, due diligence, fraud or financial crime, compliance, money laundering reporting officers, audit or similar fields would be an asset.

SKILLS AND EXPERIENCE REQUIRED: 

• Minimum 3 years of relevant professional experience or 10 years relevant professional experience without the degree-level education.
• Experience in security vetting and due diligence function is essential for Mission 1.
• Security vetting certification is desirable.
• Legal, administrative experience with sensitive information would be beneficial.
• Familiarity with data-processing tools of research of police data bases.
• Project management certification would be an asset.
• Demonstrated IT and MS office knowledge including presentations software, business intelligence and word processing software.

LANGUAGES:

• Fluency in English is required.
• Proficiency in a second official working language of the Organization (Arabic, French or Spanish) is beneficial.

ABILITIES REQUIRED:

• Strong computer skills, including knowledge of word processing, database management, spreadsheet software and open source intelligence;
• Personal and professional maturity;
• Ability to maintain objectivity and apply logical reasoning;
• Good social skills, particularly in a multicultural environment;
• Initiative, creativity (original thinking) and curiosity;
• Ability to develop and maintain professional networks;
• Ability to synthesize;
• Ability to work collaboratively with colleagues to achieve Organizational goals;
• Ability to coordinate and manage high volume of urgent requests and meet tight deadlines;
• Good communication and presentation skills both in  written  and  oral  form  (public  speaking and  delivery  of presentations);
• Ability to independently analyze large volume of material under pressured environment.