SHERQ Assurance Administrator at Vector Logistics

Job Purpose

• To provide administrative support for SHERQ and sustainability processes across operational sites, ensuring effective documentation control, accurate management of non-conformances, incident investigations, recalls, and regulatory compliance.

Key Responsibilities

• Maintain and update SHERQ documentation, SOPs, and toolkits.
• Support audits and inspections by ensuring documentation readiness.
• Track compliance metrics and assist in reporting (injuries, non-conformances, man-hours, near misses, IFR (Injury frequency rates), project management.
• Coordinate training and maintain training records.
• Assist in onboarding processes to ensure SHERQ standards are communicated and documented.
• Monitor document version control and ensure accessibility across sites.
• Monitor and maintain all SHERQ and ESG registers to ensure accuracy, completeness, and compliance with reporting standards.
• Support the SHERQ Officer in closing out non-conformances by ensuring documentation is complete, actions are tracked, and records are updated.
• Support with SHERQ compliance checklists at the site based.
• Support execution, tracking, and reporting of product recalls.
• Assist with process alignment and efficiency across business units.
• Engage with customers and principals on reporting and onboarding.
• Address operational concerns to reduce risk stock and delays.
• Provide supply chain feedback on stock risks and process issues.
• Prepare weekly and monthly recall reports.
• Handle SAP queries and system updates.
• Track disposal certificates, billing, and storage status.
• Update traceability forms and contact lists.

Key Relationships

Internal:

• Supports operations, HR, training, and SHERQ teams to maintain documentation and ensure compliance.

External:

• Liaises with auditors, clients, and training providers for documentation accuracy and compliance support.

Qualifications, Skills and Experience Required for the Job

Qualifications and Experience

• 1-3 years’ experience.
• Certificate or diploma in office administration, document control, science or SHEQ-related field (preferred).
• Proficiency in MS Office and document management systems.
• Basic understanding of SHERQ principles and compliance processes.

Skills and Competencies

• Attention to Detail: Maintains accurate and up-to-date documentation and registers.
• Organizational Skills: Manages multiple compliance records and deadlines efficiently.
• Process Orientation: Follows structured procedures and ensures adherence to standards.
• Communication Skills: Clearly communicates documentation requirements and updates.
• Discretion & Confidentiality: Handles sensitive compliance information responsibly.
• Team Support: Collaborates with the SHERQ Officer and site teams to ensure smooth operations.
• Adaptability: Responds effectively to changing compliance and reporting needs.
• Initiative: Proactively identifies gaps in documentation and supports corrective actions.