Compliance Officer (m/f)

Description

• To effectively work and communicate with the Operations management to continuously improve standards
• To plan, develop and implement techniques, processes and procedures for controlling the desired level of quality for all goods stored and supplied by the region/site
• To coordinate with principals and suppliers, warehouse and transport management and customers to resolve health and safety, quality, food safety and environmental issues
• To ensure compliance with all company and group policies and standards affecting health and safety, food quality and safety and the environment
• To provide day to day human resource administrative support and contribute to the long-term development of the HR function

Duties

• Legislative and Policy Compliance
• Ensure compliance with the Health and Safety, Food Safety and Environmental legislation and regulations
• Ensure the site has the current Vector SHEQ standards and procedures in place
• Ensure documentation completion and submission requirements are adhered to
• Ensure all internal policies are aligned to legislative requirements and best practices
• Update policy and procedures checklists
• Operational Compliance Support and Auditing
• Conduct warehouse and transport compliance audits
• Provide feedback to the Operations Management and SHEQ Management regarding (internal and external) audit outcomes and compliance
• Drive the SHEQ strategy with the broader regional team
• Implement and maintain SHEQ tools to ensure systems control and compliance
• Provide management and staff training
• Coordinate external audits at Vector Windhoek
• Coordinate 3rd party audits by customers for the site
• Ensure that all traceability and recalls procedures are followed
• Implement, administer, monitor and maintain the health and safety, food safety and environmental programme and the associated documentation
• Maintain the HACCP system and other safety information and documentation on a daily basis
• Monitor packaging, transportation and warehousing standards
• Ensure continuous improvement with health and safety, storage, transportation, food safety and environmental standards
• Report potentially unsafe or poor-quality products and potentially unsafe workplace conditions and acts
• Work closely with Operations Manager and employees to ensure conformance to company standards to assure process compliance, health and safety, food safety and product quality
• Accompany inspectors during on-site inspections and respond to regulatory non-compliance and to the best of ability mitigate or limit any inspection violations
• Effectively manage corrective action processes to comply with regulatory requirements to identify the cause, address problems, restore control, evaluate and monitor processes, modify procedures or improve the integrated management system, and prevent recurrences
• Verify completion of paperwork completed by the Operations team and review for acceptability

Communication and Reporting

• Analyse data, develop leading indicators, determine trends and produce and present required reports to advise management accordingly
• Engage with external bodies (e.g. Department of Health and service providers) with regards to compliance requirements and best practices
• Complete a monthly management report for each operating area
• Conduct and chair monthly Risk meetings

Incident Investigation

• Conduct post-incident investigations in order to identify root causes and determine appropriate preventative and corrective action in collaboration with Operations teams
• Establish injury and incident trends and devise injury reduction plans accordingly to reduce injury and incident frequency rates
• Seek continual improvement in food safety by regularly monitoring regional and site activities and assessing the implications of any new developments

Talent Administration

• Provide all recruitment administration support for A and B Band appointments
• Ensure all reference and criminal record checks are carried out fully and in a timely manner
• Announce new appointments
• Manage the new joiner process from offer letter through to joining instructions and induction
• Provide HR support and advice to employees and line managers, explaining policies and procedures in a timely and effective manner
• Handle maternity, paternity, adoption and parental leave processes and queries
• Handle health, safety and IOD processes and queries
• Enter data into the HR system so that accurate records are maintained
• Liaise with payroll and distribute the payslips
• Process medical aid/fund entries and withdrawals
• Process death and disability claim documents
• Capture disciplinary records into SAP
• Maintain the personnel filing system and safeguard the files and documentation
• Manage the leave administration process
• Administer employee/study loan and bursary documentation
• Answer all channelled HR administration-related queries from employees and managers in the business and ensure their resolution in accordance with service standards

Requisites

• A degree in Food Science/Technology, Applied Science, Health and Safety, Environmental Management or like discipline
• A minimum of 3 years working in a food hygiene and/or health and safety environment implementing food safety and health and safety standards and policies
• Experience in the implementation and management of ISO systems
• Valid Code EB drivers' license

Notes

• Only shortlisted applicants will be contacted