IMS Specialist

POSITION PURPOSE

• Ensures Document Management consistency across all projects rigorously maintaining control and traceability of the documentation from project initiation throughout completion.

• Provides support of the IMS Division initiatives to the company and ensures that it contributes

effectivity to achieve the department goals and objectives by ensuring all important/critical systems and processes are duly implemented and applied.

• Thus, provides business process analysis on the subject matters: Policy, Procedures, Guidelines

(improving actual work, improve sense of urgency, responsibility, accountability and productivity)

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Implement and maintain document control processes.

• Develop and maintain the Document Management System.

• Management all flows of documents either in electronic form or on paper support.

• Ensure Document Management according to established procedures or standards (documents’

numbering, formats, issuance, review, dispatch, recording and archiving).

• Maintain and manage the Electronic Document Management System (EDMS) of the company.

• Ensuring the use of standardized forms and templates.

• Maintain Documented Information Change Request Log and Masterlist of Documents.

• Ensure no loss of controlled documents and timely update of all the Masterlist of documents and records including the processing of DICR.

• Conduct ISO Orientation for new employees.

BUSINESS PROCESS FUNCTION

• Conduct in documenting of company policies, procedures, & manuals technical writing and

packaging.

• Conduct policy orientations, implementation, and reviews for revisions.

• Conduct analysis and prepare specific proposals for modified or replacement systems and processes.

• Facilitate documentation during company planning workshops/meeting, seminars and trainings especially on sessions involving guidelines, policies, procedures, and written manuals and systems/process improvements.

• Conduct Verification Audit of all MOPP’s

• Conduct Process Gab Analysis/Business Process Review.

ISO INTERNAL AUDITOR FUNCTION

• Conduct ISO Internal Audit

• Facilitate Management Review

• Assist on External Audit

• Develop and implement internal auditing policies, procedures, and program.

• Supervise or conduct independent audits of company’s records and activities and prepare varied analyses of the departments for management.

• Investigate and determine causes of irregularities and errors.

• Recommend corrective action and suggest improvement.

• Ensure compliance with internal and external requirements.

• Ensure corrective and preventive actions are promptly acted and resolved.

• Evaluate production processes for compliance with quality requirements.

• Participate in quality audits (and lead a team of quality auditors, when needed).

• Assist audit team in developing audit reports; present audit reports to top management, as needed.

• Perform and control the full audit cycle including risk management and control management over

operations’ effectiveness and compliance with all applicable directives and regulations.

• Determine internal audit scope and develop annual plans.

• Maintain open communication with management and audit committee.

• Conduct follow up audits to monitor management’s interventions.

• Conducts monitoring of KRA/KPI per department.

• Do other duties that may be assigned by the President from time to time.

QUALIFICATIONS

EDUCATION/CERTIFICATION:

• Bachelor’s Degree in Industrial Engineering, IT, Business/Office Administration, Psychology &

Psychology & Another Related Course.

• Must have knowledge in Records Keeping/File Management

• With ISO background

• Good analytical ability to extensively analyze systems and operating procedures.

• Good business/client engagement skills to establish effective working relationship with client and business representatives.

• High level of competence with MS Office

• Standard level written and verbal communication skills, to be able to identify pro-actively propose system and process improvements

• Ability to manage multiple priorities effectively with a strong commitment to achieving the goals of the department and the company

EXPERIENCE:

• Experienced technical writer with at least one year is an advantage

• Experience in Document Controller and Internal Auditing

REQUIRED KNOWLEDGE:

• ISO 9001:2015 Quality Management System

• ISO 14001:2015 Environmental Management System

• ISO 45001:2018 Health and Safety Management System

SKILLS/ABILITIES:

• Microsoft Office

• Microsoft Vision