IMS Systems Coordinator

The role will support document control, internal audits, quality KPIs, risk management, CAPA and non-conformance tracking, training records, and certification audit readiness across the organisation. We are looking for a detail-oriented professional with 3–5 years of experience in IMS coordination, ideally within FMCG, pharmaceuticals, health and wellness manufacturing or distribution, and a working knowledge of ISO 9001. To implement, coordinate, maintain, and continuously improve the company's Integrated Management System (IMS) covering quality (ISO 9001), food/supplement safety (ISO 22000/HACCP or FSSC 22000, Occupational Safety (ISO 45001) and Environment (ISO 14001) where applicable), and associated documentation ensuring the system remains current, accessible, audit-ready, and always embedded across all departments.

KEY RESPONSIBILITIES

Maintain the IMS document control system: creation, version control, approval routing, distribution, and retirement of SOPs, work instructions, policies, and forms.

Plan and coordinate the internal audit programme calendar in conjunction with the IMS team/internal auditors, ensuring all departments and shops are audited per the approved schedule.

Maintain the Management Review meeting calendar, prepare data packs, and record minutes and action items

Track and report on Quality Objectives and KPI data across the organization, consolidating inputs from Production, Warehouse, Quality, and Supply Chain

Coordinate and maintain risk registers (e.g., HACCP hazard analysis, ISO 9001 risk-based thinking documentation, occupational risk register, environmental aspect register) and ensure periodic review Administer the CAPA and Non-Conformance tracking system, ensuring records are logged, assigned, and tracked to closure

Support certification body integrated management audits by preparing documentation packs (documented information both retained and maintained – records and SOPs) and coordinating audit logistics

Conduct periodic document and record reviews to confirm currency, accuracy, and accessibility across departments

Coordinate IMS-related training: scheduling, attendance tracking, and maintaining training records and competency matrices

Maintain the change control process for any modification to processes, specifications, or systems that may affect product quality or compliance Liaise with IT/systems teams to ensure the document management system or QMS software (if applicable) is functioning and accessible Plan, coordinate and carry out annual supplier/vendor audits and evaluation in liaison with procurement and supply chain departments

Coordinate and ensure implementation of Quality module and ensure quality transactions are carried out in SAP. Ensure compliance to KEBS requirements including standards marks (S-mark), SOR, COCs and other statutory and regulatory requirements as anchored in accordance with above ISO standards

QUALIFICATIONS & REQUIREMENTS

Bachelor’s degree in a Science, Quality Management, Industrial/Process Engineering, or related field

3-5 years’ experience in an IMS coordination role, ideally within pharmaceuticals, FMCG, or health/wellness manufacturing or distribution

Working knowledge of ISO 9001 (ISO 22000/HACCP, ISO 45001, and ISO 14001 are added advantage);