Customer & Supplier FSQ Coordinator
Operations
The purpose of the role is to provide support across the group to maintain and continuously improve the Customer Compliance and Supplier Quality Assurance Program. To collaborate with the Regional Quality/FS, R&D and Procurement teams to enforce the organisations SQA and Customer requirements. Represent the organization in conducting supplier audits while building professional relationships with customers, suppliers and other stakeholders
Line of reporting – National Quality & Food Safety Manager
Key Accountabilities and Outputs
Supplier Quality Assurance
Manage the SQA process for suppliers of ingredients, packaging, contract packed products, monitoring & measuring equipment, and external service providers
Manage and improve the National Supplier Database ensuring it is always up to date
Drive improvements through management of deviations for supplied materials and reduction thereof
New & Current Supplier Approvals – ensure that the relevant documentation in accordance with the supplier evaluation procedure is requested, verified, and approved
Ensure that high risk suppliers are audited on site in accordance with the established audit schedules
Ensure that Supplier audits have been tallied, findings have been closed out with corrective action and effectiveness of the corrective action is verified, Update Supplier audit registers
Monitoring and Evaluation of Supplier NC trends and escalate any concerns
Reporting Supplier Trends to Head of Procurement and National QFS Manager
Collaborate with procurement and supply chain teams to ensure supplier compliance with specifications and contracts
Implement Change Management Protocols
Carry out supplier criticality & vulnerability and risk assessments and analyse data for supplier rating
Maintain effective communication and relationships with suppliers.
Ensure that service provider performance assessments are completed at each facility
Supplier Performance Management – to ensure Quality standards in product manufacture by third party service providers meets the standards required
Religious Certification Compliance
Ensure that all raw materials are kosher and halaal certified and where not locally certified then obtain approval from local certification bodies
Follow up with suppliers and religious bodies for the certification of any raw material
Work closley with R&D and religious certification bodies to ensure certification of all NPD before trial stage
Flag any issues with religious certifications to National QFS Manager
Customer Compliance
Ensure that customer requirements are understood, communicated and implemented across the supply chain
Ensure that suppliers and or service providers are selected and evaluated to meet customer requirements where applicable
Ensure that only customer approved suppliers are used across the supply chain where franchise brands or private brands with this specific requirement is concerned
Maintain the customer compliance database and keep up to date, communicate and implement any changes to customer requirements
Quality & Food Safety
Coordinate quality assessments on specific business functions / processes
Drive the resolution of customer & supplier quality issues / concerns in collaboration with the relevant teams
Assess and evaluate the adequacy and effectiveness of application, operational controls, procedures and processes of the Customer and Supplier QA program
Critically evaluate controls in place, identifying risks and create suitable solutions
In cases of non-compliance, consult with the relevant authority for management decision making
Provide the necessary support to ensure that the organisations QFS Culture is executed across its supply chain
Where applicable, provide training internally on customer requirements across the organisation and training to customers and suppliers on the organisations procedures and requirements where appropriate
Continuous Improvement
Identify areas for improvement within the QFS system and collaborate with cross-functional teams to implement improvements.
Stay updated on industry trends, regulatory changes, and best practices related to quality and food safety.
Support initiatives related to process optimization, cost reduction, and quality enhancement.
Documentation and Reporting
Maintain accurate records related to supplier audits, customer complaints, corrective actions, and quality metrics.
-Generate periodic quality and food safety performance reports for management review.
Ensure all QFS documentation is kept up-to-date and complies with regulatory and company standards.
Qualifications and Experience
Grade 12 / Matric / MIN National Diploma in Food Technology, Biotechnology/Analytical Chemistry or related field
Upto 5 years’ experience (Operational Execution) FMCG,
Previous experience in handling customer requirements and or Supplier QA will be advantageous
Strong knowledge of food safety standards and regulatory requirements
Ability to manage multiple tasks, prioritize, and work in a fast-paced environment
Analytical and problem-solving skills, with a focus on continuous improvement
Basic MS Excel; MS Word; E Mail, Powerpoint
Key Qualities
Communication
Routine communication in connection with instructions, requests or normal work tasks
Proficient in English, strong communication and presentation skills
Problem Solving
Proactive identification of problems that are concrete and procedural, troubleshoot and apply solutions in line with guidelines provided or escalate more complex problems to superiors, providing information required to solve problems.
Detail Oriented, results driven and capable of finding solutions working independently or part of a team
Relationships Maintained
Others outside of own work area but inside the organisation, supplier, customers and other stakeholders
Behavioural Competencies
Verbal Communication
Able to communicate verbally in a logical manner.
Takes the intended audience into account when communicating verbal information.
Makes use of appropriate business language in verbal communication.
Includes all relevant information in verbal arguments.
Demonstrates proficiency of language in verbal communication.
Interprets complex information to expresses own viewpoint in verbal communication.
Concludes verbal arguments by making reference to relevant facts
Decision Making
Organises information to make it easier to analyse or see trends.
Anticipates consequences and formulates alternatives.
Establishes clear decision criteria for making informed choices.
Seeks relevant information to better understand situations and problems.
Conducts appropriate analysis; neither makes snap decisions or over-analyses.
Sees relationships between various facts, figures or other information.
Continuous Improvement
Increases performance expectations when success has been achieved
Seeks out sources of information, including trade associations, “best practice” companies, customers, peers, subordinates, etc.
Finds ways to fast-adapt improvement ideas to work processes
Proactively seeks out resources, alliances, etc., needed to quickly introduce improvements
Collaboration
Helps others with their work.
Meets commitments to team members or others in the organisation.
Actively contributes to team discussions and the accomplishment of team work plans.
Shares expertise and resources to help others address their needs.
Seeks to include all those who can contribute to the most successful outcome and those who have a stake in the results.
Actively keeps all stakeholders informed.
Attempts to reinvigorate team processes when progress is lagging: stays engaged even when not in full agreement with the team’s direction.
Accountability
Accomplishes assigned tasks and goals: takes necessary actions to keep progress against objectives on track and prepares a roadmap for success.
Ensures that all who need to know, are clear about the plan.
Takes full responsibility for own actions and outcomes, including mistakes.
Always acts in the company’s best interest, regardless of whether it is difficult or unpopular.
Ensures others are on track for achieving their goals.
Adherence to the Quality, Food Safety, Health, Safety and Environmental Standards
Adherence to Standards: Ensure strict adherence to Quality, Food, Health, Safety and Environmental policies and standards.
Enforcement: Enforce all food safety and health regulations, policies, and requirements at all times to guarantee a secure work environment.
Personal Hygiene: Maintain exceptional personal hygiene as per the organization’s code of conduct.
Contamination Control: Raise awareness about potential physical product contamination and implement control measures to prevent it.
Health and Safety Measures: Take reasonable precautions to prevent health and safety hazards. Follow the prescribed incident reporting procedure in case of accidents.
Knowledge and Compliance: Stay updated with relevant business information, policies, processes, and procedures. Enforce compliance with legislative and statutory requirements, as well as GMP’s (Good Manufacturing Practices).
Training: Attend and enforce the implementation of learnings from training sessions related to Quality, Food Safety, and Health and Safety.
Housekeeping: Maintain high levels of cleanliness and orderliness within the work environment.
General
Conversant with relevant business information, policies, processes and procedures
Maintains expected performance standards
While Job Descriptions are written up for the purpose of a basic outline of the work and responsibilities associated with the Job, the Company encourages and expects all employees from time to time, to assist with work that may not be a direct part of their job description
