We are seeking a detail-oriented individual with excellent communication and interpersonal skills for the position of Administrative Assistant for our Certification division.
The primary responsibilities include assisting in the contracting process and overseeing the surveillance monitoring of audit cycles. Ideally, the candidate will have experience with a certification body or possess a fundamental understanding of quality management systems and external audits (both product and management systems).
Key duties involve acting as a liaison with new and existing clients, planning audits based on certification cycles and auditor availability, managing client and auditor communications, sending audit notifications, and handling initial processing and follow-up of audit documents (pre-audit and post-audit).
Additionally, the role may require participation in quality system maintenance activities related to audits and certification. This includes maintaining accreditation-related documents, implementing the company's procedure manual and inspection regulations, and monitoring/updating staff qualifications and KPIs (Key Performance Indicators).
Duties and Key Responsibilities:
Contracting, Planning & Certification:
- Assisting in contracting process (Application review, Day-calculations, contracting process, Related customer communications, etc.)
- Monitoring of audit cycles
- Monitoring of auditor/client availability, Audit allocation, and Audit notification
- Initial processing/ follow-up of audit documents (pre-audit & post-audit)
- Assisting in assessment checklist & Non-conformity review
- Assisting in audit assessments, changes in our internal certification system/portal, and finalising audit reports
- Assisting in communicating with the certification office on audit-related matters
- Assisting in planning the audits (follow-up or surveillance; unannounced) in our internal certification system/portal
- Performs other related duties as assigned by the management
Expected Skills & Competencies:
- Ability to work as a team
- Excellent communication & negotiation skills (verbal and written)
- Fast learner & Attention to details
- Data collection, management, and analysis skills
- Problem analysis and problem-solving skills
- Planning and organising skills
- Loyalty and Trustworthiness
- Sound judgment and decision-making skills
Expected Educational & Professional Background:
- Candidate must possess at least Bachelor's/College Degree / Diploma in Food Science/ Agriculture/ Marketing/ Management
- Required language(s): English
- 2-3 years or relevant of working experience in a Certification body
- Certification standard-specific knowledge/ experience will be an added advantage
- Proficiency/ Experience in MS Word, MS Excel, and MS Powerpoint software and working with databases
