IMS Systems Coordinator at Healthy U

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.

 JOB PURPOSE

• 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);