Specialist: Quality Assurance at DHL

Role Outline

• To establish and maintain strong governance frameworks while fostering effective relationships with internal stakeholders, clients, and regulatory bodies. Support the Customer Service Organisation’s vision and strategic objectives through the First Choice methodology by implementing and sustaining a world-class Quality Management System (QMS). 
• Ensure ongoing compliance with ISO 9001, ISO 22716, and ISO 13485 standards, driving operational excellence, regulatory adherence, and continuous improvement across all processes.

Key Responsibilities

• Apply procedures, tools and methods that are consistent with the DHL strategy
• Through ongoing collaboration with colleagues and management, ensure that policies and procedures are developed, implemented, and continuously improved to align with evolving stakeholder requirements.
• Drive adherence across all Business Units and Functions, ensuring full compliance with established standards, policies, and Procedures. 
• To establish a business partnership through advising and supporting colleagues and management on matters which have an influence on the operational procedures of the business. 
• Manage the training and implementation of operational procedures, so that managers and supervisors are suitably equipped to maximize the business unit’s knowledge capacity
• Ensure that all personnel are trained in GDP and applicable quality standards 
• Actively support management through objective and professional input with the writing and implementation of standard  operating procedures 
• Identify where similar processes exist across operations and align them to a single best practice 
• Proactively respond to evolving operational requirements by developing and implementing innovative processes that enhance organizational knowledge 
• Maintain and enforce standard processes and internal control mechanisms to proactively identify and minimise risks
• Establish and sustain a document control system in line with QMS requirements to ensure proper version control, approval,  and distribution of documents
• Coordinate and manage change control processes, ensuring all changes are properly documented, assessed for risk, and formally approved prior to implementation
• Ensure that all validations and calibrations are conducted in line with client requirements and agreed standards
• Oversee the compilation, review, and approval of deviation reports to ensure proper documentation and resolution of non-conformities within timelines 
• Control documents for all processes implemented and ensure that they are kept on file as quality records 
• Review and update the training matrix to ensure alignment with operational needs and competency requirements
• Conduct internal audits and ensure an audit programme is in place to verify that processes are effectively implemented, employees are adequately trained, and procedures are consistently followed by all stakeholders 
• Support external audit activities by collating required documentation and coordinating with relevant departments to ensure successful audit outcomes 
• Drive continuous quality improvement by ensuring that Corrective and Preventive Actions (CAPAs) are effectively developed, implemented, and monitored. 
• Liase closely with Client Quality Assurance Lead and DHL Quality and Regulatory Assurance Lead 
• Prepare and submit weekly and monthly progress reports on Change Control, CAPA, and deviation management activities. 
• Ensure involvement in any decision to quarantine or dispose of returned, rejected or falsified products 
• Review and verify all relevant documentation to ensure compliance prior to the formal release of final products for  distribution. 
• Ensure that the processes needed for the Quality Management System are established, implemented, and maintained
• Reporting to Management on Quality Management System performance and any need for improvement. 
• Ensuring awareness of customer and quality requirements throughout the organisation 
• Functioning as liaison with internal and external parties( Third Party Contractors, Clients and Customers) on matters relating to the Quality Management 
• Collaborate with relevant stakeholders to ensure compliance with applicable legislation and operational requirements
• Conform and promote awareness to staff on ISO 9001, ISO 22716, ISO 13485 and regulatory requirements associated with the QMS.     

PDHL Core Competencies & Skills.  

• Maintains effective relationships with customers
• Develops / Delivers high quality / innovative products, services or solutions
• Focuses on customer needs and gains their commitment
• Gains management / colleague support to meet customer needs
• Ensures strategies / plans are aligned and reflect others views
• Develops strategies / plans aligned to broader organizational strategy
• Communicates strategy
• Establishes clear, challenging and achievable objectives
• Aligns resources and the organization within own area of responsibility to achieve objectives
• Regularly reviews and communicates progress against objectives and adjusts as needed
• Champions continuous improvement and innovation
• Inspires results and respect by empowerment, accountability recognition and rewards recognizing the contribution of others
• Provides candid / regular feedback
• Supports the development of others
• Inspires others to develop themselves
• Conveys a clear sense of personal goals and values
• Actively seeks feedback to improve performance
• Develops new skills and modifies behaviours based on feedback
• Takes personal responsibility for career and development

Skills/Experience

• An understanding of Logistical Supply Chain Business or production environment of FMCGs, Knowledge of operational processes and how they link into one another, Expert proficiency in the MS Office suite of applications, Ability to accurately analyse information 
• Person should have a sound knowledge and understanding of a PC and the inherent controls. Proficiency in Windows, Excel, Word and Power Point. 
• Excellent interpersonal, leadership, motivation and planning skills 
• Person should know what products are handled by the Company 
• Person needs good understanding of distribution and transport methods 
• Person should be able to enforce health and safety procedures and identify hazards
• Knowledge of clients requirements and customer needs
• Person should have a good understanding of quality as a key value 
• Ability to understand instructions and to accurately carry out instructions - must listen effectively and convey ideas logically 
• React to customers in a courteous and professional manner and maintain at the highest level 
• 3-5 years experience of working in Warehouse/Logistics environment 
• Knowledge of logistics market trends, opportunities and challenges 
• Good analytical and numerical skills Excellent communicator (verbal & written) 
• Excellent organizational & time management skills 

Qualifications

• Matric / Grade 12 
• Relevant Degree 
• Proficiency in Windows, Excel, Word and Power Point.