Internal Controls Coordinator at Fraser Alexander (Pty) Ltd.

Description

• This position is designed to ensure that the organisation’s processes are efficient, effective, and aligned with international quality management standards. The role involves gaining a deep understanding of the organisation's diverse business processes, meticulously documenting them, and creating clear, concise process flows to improve operational clarity and efficiency.

RESPONSIBILITIES

Quality Management

• Implement and maintain the Quality Management Framework across all divisions.
• Ensure alignment with ISO 9001 principles.

Process Documentation and Development

• Understand, document, and develop business processes, ensuring alignment with organisational goals and compliance standards.
• Create detailed process flows and diagrams to illustrate and standardise operational procedures.
• Write and review relevant policies and procedures, ensuring they are up-to-date and reflective of best practices.
• Monitor and evaluate existing processes to identify areas for improvement and implement changes as needed.
• Collaborate with stakeholders to refine processes and address any issues that arise.

Auditing

• Conduct internal audits against established policies and procedures across various business units and processes.
• Identify areas of non-compliance and inefficiency and provide recommendations for corrective and preventive actions.
• Document and log all internal audits on SheqX or other designated audit software/systems.
• Assist with analysing audit results to identify trends and recurring issues and collaborate with relevant teams to implement improvements.
• Follow up on corrective actions to verify that they are effectively addressing the identified issues and maintaining compliance.

Document Management

• Maintain accurate and up-to-date documentation on the organisation’s chosen document management repository system.
• Ensure proper document management and control across the organisation. 

Digital Transformation

• Manage and implement new digital systems and tools in collaboration with I&T.
• Embrace and drive change within the organisation.

Project Management

• Manage multiple projects simultaneously.
• Ensure timely and successful completion of projects.

Data Privacy

• Member of the data privacy committee.
• Support and contribute to all data privacy projects, ensuring compliance with relevant regulations.
• Assist in mapping out data privacy processes to ensure that personal data is handled, stored, and processed in accordance with legal and organisational standards.

QUALIFICATIONS

• Post-graduate degree in Business Administration, Quality Management, or any related field.

EXPERIENCE

• Minimum 3 – 5 years experience.
• Proven experience with ISO 9001 standards and implementation of Quality management systems.
• Demonstrated experience in process documentation and development.
• Previous audit experience, preferably internal auditing.

SKILLS, QUALITIES AND ABILITIES REQUIRED

 Technical Skills:

• Excellent proficiency in Microsoft Word and other Microsoft Office applications.
• Experience with SharePoint is highly advantageous.
• Strong understanding of digital tools and systems.

 Skills and Abilities:

• Exceptional attention to detail.
• Excellent written and verbal communication skills.
• Strong project management skills.
• Ability to manage multiple tasks and projects simultaneously.
• Adaptable and open to embracing new technologies and change.