Management System Assistant

Responsible for supporting the Kaizen Head in achieving organizational goals through communication, planning, and monitoring; ensuring departmental compliance with standards; managing compliance documents and internal audits; facilitating management system implementations; coordinating audits and handling non-conformances; and promoting a positive food safety and quality culture within the organization.

1. 1.1 As per the provided standards in kaizen-related activities and monitoring various departments’ performance, report any high-impact deviation to the Kaizen Head for appropriate action to be taken.
2. 1.2 Exemplify the organization’s food safety and quality policies, mission, vision, and core values by staying informed through bulletin boards and meetings, and help build a positive culture by participating in meetings, reporting incidents (responsible for reporting any quality and food safety related incident or concern to immediate superior), submitting responses for challenges, nominating employees of the month, and engaging in improvement initiatives.
3. 1.3 Perform instructions as required by immediate superior.

1. 2.1 As a QFS/MS Team Member, stay abreast of pertinent food safety regulations, standards, and industry best practices, offering informed insights and suggestions to the team; contribute actively and constructively during regular food safety meetings, fostering a collaborative environment for idea exchange; assist in the formulation and execution of precise food safety procedures, protocols, and documentation, ensuring accuracy and adherence; and participate effectively in incident investigations and root cause analyses, playing a pivotal role in identifying and addressing underlying issues.
2. 2.1 As a QFS/MS Team Member, stay abreast of pertinent food safety regulations, standards, and industry best practices, offering informed insights and suggestions to the team; contribute actively and constructively during regular food safety meetings, fostering a collaborative environment for idea exchange; assist in the formulation and execution of precise food safety procedures, protocols, and documentation, ensuring accuracy and adherence; and participate effectively in incident investigations and root cause analyses, playing a pivotal role in identifying and addressing underlying issues.
3. 2.2 As a QFS/MS Team Secretary, efficiently coordinate and schedule regular team meetings, ensuring all relevant members are well-informed and able to participate; prepare comprehensive meeting agendas in advance, gathering and distributing essential documentation for thorough review and discussion; document accurate, detailed, and organized meeting minutes, capturing key action items, decisions, and follow-up tasks; maintain a well-structured record of meeting minutes, action items, and other pertinent documents, facilitating easy access and reference; support effective communication between team members and other stakeholders, ensuring seamless information flow; and assist in the timely execution of administrative tasks related to designated Management Systems.

1. 3.1 During internal and supplier audit, act as auditor (or Lead Auditor, as needed) under the guidance of Kaizen Assistant Supervisor 2, in every internal audit activity, and partake in the process from facilitation of audit meetings, documented information review, reconciliation, and report making (ensures that working papers contain adequate evidence to support conclusions and adhere to standards), corrective action preparation and approval, verification of implementation, corrective action effectiveness and its monitoring. In addition, for internal audit, incorporating comments as appropriate and submission of the final reports for review, reporting audit outcome including risk and opportunities to management, including on-going corrective / preventive actions, and the effectiveness of those actions put into practice; and provide input on team member performance for evaluation purposes and maintain competency of audit team members.
2. 3.2 During the external audit, conduct an initial review of the documented information versus the released target documented information and verification of the documented information based on submitted action plans under the guidance of Kaizen Assistant Supervisor 2.
3. 3.3 Consolidate and review documentation submitted in preparation for Management Review, take minutes of relevant information discussed during Management Review, management system discussions, and other important agenda.
4. 3.4 In coordination with respective departments and Compliance Officers, consolidate, evaluate, and act upon submitted updates on established SMART Goals.
5. 3.5 As for the promotion of Quality and Food Safety, coordinate with the Compliance Officer for the scheduled attendance in the food safety toolbox meeting of other departments and regular update of postings based on the selected theme, ensuring entries are creatively prepared and formatted to increase employee engagement.
6. 3.6 Assessment of various non-conformities within the organization, designate involved departments, review investigations made, draw conclusions under the guidance of Compliance Officers, conduct verification of committed actions and their effectiveness, and monitor non-conformances for any recurrence. For customer complaints, attend complaint meetings, input into the system, and update complaint summary reports.
7. 3.7 Assess complaints in raw materials quality and submission of supplier corrective action reports under the guidance of Compliance Officers, then conduct follow-ups to pending deliverables.