Compliance Officer

Objective of the Position

• Ensure compliance with legal regulations and internal guidelines.
• Minimize risks and promote a high level of compliance integrity within the company.

Organization

• Job Title: Compliance Manager/Compliance Officer (m/f/d)
• Department: Compliance, Data Protection, Business Continuity & Sustainability Management
• Supervisor and Direct Reporting Line: Executive Management
• Directly Subordinate Employees: No directly subordinate employees; support through internal resources and external consultants as needed
• Workplace: Location: Bochum, Office, with the possibility of hybrid work model

Key Responsibilities

Legal Compliance:

• Monitor legal regulations and regulatory requirements to ensure the company adheres to all applicable laws.
• Develop strategies to mitigate compliance-related risks.

Development and Enforcement of Internal Policies:

• Create, update, and enforce internal compliance policies to ensure consistent ethical standards across the organization.

Data Protection Management:

• Ensure compliance with data protection regulations, particularly GDPR.
• Conduct audits and risk assessments related to data protection, ensuring best practices.

ISO Certification (ISO 9001 and potentially others):

• Support the ISO certification process and work on maintaining/updating certifications.
• Coordinate ISO audits, ensure compliance, and ensure process documentation is kept up-to-date.

Business Continuity Management:

• Develop, implement, and monitor business continuity plans.
• Conduct regular risk assessments and provide training for employees on contingency plans.

Contract Review:

• Review contracts for compliance requirements, ensuring all agreements are legally sound.
• Advise various departments on compliance aspects during contract negotiations.

Compliance Management Systems:

• Develop and implement compliance management systems to oversee and track compliance across the organization.
• Manage the compliance database, ensuring all compliance records are accurate and up-to-date.

Sustainability Management:

• Integrate sustainability aspects into the company's compliance strategies and operations.
• Support the implementation of sustainability measures across the organization.

Internal Compliance Audits:

• Plan, conduct, and manage internal compliance audits to identify risks and gaps in the company's adherence to regulations.
• Develop and recommend strategies for mitigating compliance risks.

Violation Prevention:

• Develop programs designed to prevent data protection violations and instances of corruption or fraud.
• Promote an ethical and compliant organizational culture.

Training and Education:

• Conduct training sessions for staff on topics related to compliance, data protection, and business continuity.

Reporting:

• Provide regular reports on compliance matters to executive management.
• Prepare reports for internal and external audits and regulatory bodies.

Information Flow Management:

• Research, analyze, and manage compliance-related data, including risk assessments.
• Conduct compliance audits, making recommendations for improvements where necessary.

Additional Tasks:

• Assist in contract management, ensuring all aspects of compliance are considered.
• Contribute to the company's sustainability strategies.
• Provide support in developing and implementing contingency and business continuity plans.

Competencies and Authorities

Competencies:

• In-depth knowledge of relevant legal regulations, such as GDPR, business continuity standards, and other industry-specific compliance requirements.
• Proven experience in the implementation and management of compliance programs and systems.

Authorities:

• Decision-making authority on compliance, sustainability, and data protection matters.
• Access to relevant company data and documents for audits and compliance-related activities.

Duties:

• Maintain confidentiality regarding all compliance-related information.
• Regularly update executive management on compliance issues, actions, and progress.

Required Skills

• Legal Knowledge: Strong understanding of compliance-related laws and regulations (especially GDPR, business continuity, and ISO certifications).
• Experience: Proven experience in compliance management, risk management, and audit functions.
• Project Management: Strong project management skills, especially in the context of ISO certification and compliance initiatives.
• Contract Review: Expertise in reviewing and advising on compliance requirements in contracts.

Personality Traits

Analytical Thinking and Communication Skills:

• Ability to analyze complex compliance issues, identify risks, and communicate solutions clearly and effectively.

Assertiveness and Attention to Detail:

• Ability to uphold compliance standards assertively while ensuring work is done with precision.

Responsibility and Teamwork:

• High level of integrity and responsibility, with the ability to collaborate effectively with internal teams, consultants, and external stakeholders.

Additional Personal Qualities:

• Responsible and Ethical: Demonstrates strong confidentiality, ethical behavior, and accountability in all actions.
• Proactive and Solution-Oriented: Ability to take proactive measures to identify issues early and provide effective solutions.
• Team-Oriented and Cooperative: A collaborative mindset, working effectively with others to achieve organizational compliance goals.

Miscellaneous

• This job description is intended for all genders. The use of masculine forms is meant to be inclusive.