IMS Systems Coordinator

Healthy U is Kenya's leading health food and supplement provider, aiming to raise awareness about healthy living. With over 30 stores in Kenya and Uganda, the company is committed to offering top-quality products and services.

The primary objective of this position is to implement, coordinate, maintain, and continuously enhance the company's Integrated Management System (IMS). This system encompasses quality (ISO 9001), food/supplement safety (ISO 22000/HACCP or FSSC 22000), occupational safety (ISO 45001), and environmental standards (ISO 14001) where applicable. The coordinator will ensure all associated documentation is current, easily accessible, ready for audits, and consistently integrated across all departments.

1. Manage the IMS document control system, including creation, versioning, approval, distribution, and archiving of SOPs, work instructions, policies, and forms.
2. Plan and coordinate the internal audit program calendar with the IMS team, ensuring all departments and shops are audited according to schedule.
3. Maintain the Management Review meeting calendar, prepare necessary data, and accurately record minutes and action items.
4. Monitor and report on Quality Objectives and Key Performance Indicator (KPI) data across the organization, consolidating inputs from Production, Warehouse, Quality, and Supply Chain.
5. Coordinate and maintain risk registers, such as HACCP hazard analysis, ISO 9001 risk-based thinking documentation, occupational risk, and environmental aspect registers, ensuring periodic reviews.
6. Administer the Corrective and Preventive Action (CAPA) and Non-Conformance tracking system, ensuring records are logged, assigned, and tracked to completion.
7. Assist with certification body integrated management audits by preparing documentation packs (records and SOPs) and coordinating audit logistics.
8. Conduct regular document and record reviews to confirm their currency, accuracy, and accessibility throughout departments.
9. Coordinate IMS-related training, including scheduling, attendance tracking, and maintaining training records and competency matrices.
10. Uphold the change control process for any modifications to processes, specifications, or systems that could impact product quality or compliance.
11. Collaborate with IT/systems teams to ensure the document management system or QMS software is functional and accessible.
12. Plan, coordinate, and execute annual supplier/vendor audits and evaluations in conjunction with procurement and supply chain departments.
13. Coordinate and ensure the implementation of the Quality module in SAP, verifying that quality transactions are performed correctly.
14. Ensure compliance with KEBS requirements, including S-marks, SOR, COCs, and other statutory and regulatory requirements aligned with the ISO standards.

1. Hold a Bachelor's degree in Science, Quality Management, Industrial/Process Engineering, or a related discipline.
2. Possess 3-5 years of experience in an IMS coordination role, preferably within pharmaceuticals, FMCG, or health/wellness manufacturing or distribution sectors.
3. Demonstrate working knowledge of ISO 9001, with ISO 22000/HACCP, ISO 45001, and ISO 14001 being advantageous.