PRINCIPAL FUNCTIONS
Within delegated authority under the supervision of the SEQAO, the incumbent performs the following duties:
- Assists in preparing the Annual QMS Audit Schedule
- Makes telephone calls and schedule appointments with internal auditors; lead auditors and experts in order to check their availability to conduct internal audits.
- Prepares and distributes memos relating to appointment of internal auditors.
- Distributes the Annual QMS Audit Schedule as appropriate.
- Liaises with OPCW Laboratory in this regard.
- Assists in carrying out the QMS Internal Audits
- Drafts checklists and audit plans for the QMS Internal Audits.
- Participates in the QMS Internal Audits as Internal Auditor as requested by SEQAO.
- Drafts; types and formats audit reports related to QMS (draft and final versions) in accordance with the OPCW Correspondence Manual and distributes them accordingly.
- Reviews relevant Quality Management System documents, Administrative Directives, Information Circulars and quality records to ensure that relevant background material is prepared for internal audits.
- Prepares Evaluation Forms for Auditors as appropriate.
- Follow up non conformities or observations raised during internal audits.
- Assists with the preparations of the Dutch Accreditation Council (RvA) Assessments; Quality Management Systems Technical Committee (QMSTC) meetings and the Office of Internal Oversight (OIO) Management Review Meetings; OIO Annual Survey.
Makes all logistical arrangements for the meetings above (this includes but is not limited to booking meeting rooms and arranging transportation).
Drafts emails, agendas and minutes for the meetings above and any other in connection with the QMS.
Drafts letters related to QMS activities and prepares final versions for signature of the Director of OIO and transmission.
Ensures that relevant background material is prepared accurately for the RvA Assessments and the QMSTC.
Maintains and updates the QMS electronic database according to ISO Standards; findings identified or non-conformities; observations or suggestions for improvement raised during RvA assessments.
Assists in conducting background research and collecting relevant information related to evaluation assignments; preparing checklists for interviews and tests; drafting and formatting evaluation reports.
Organises the QMS Internal training in coordination with HRB and managing the list of suitable internal auditors.
Ensures documents, records and files relating to the QMS have appropriate levels of accessibility and control, and are updated, archived and/or destroyed, as needed.
Assists in performing any administrative duties related to QMS and Evaluation as required.
Performs any other related duties as requested by the Director of the OIO and covers any GS s absence in OIO
RECRUITING PROFILE:
Education (Qualifications): ;
Essential: High school diploma or equivalent diploma of (higher) secondary education;
Desirable: Course/training in auditing methods and procedure is desirable.
Required Certification (if applicable): NA
Experience:
Essential:
At least four years of progressively responsible and related experience, preferably in an international organisation.
Desirable:
Experience in the field of quality assurance, evaluation or other related field
Experience working in international organisations.
Skills and Abilities (key competencies):
- Knowledge of IT tools for preparing presentations (i.e. MS Power Point), charts and analytical reports (i.e. MS Excel and Pivot Charts);
- Ability to plan and organise assignments;
- Ability to handle a large volume of work in an efficient and timely manner;
- Excellent communication and interpersonal skills
- Ability to work in team in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
- Tact, accuracy and discretion and respect for confidentiality;
- Good analytical and problem-solving skills;
- Ability to work independently with minimum supervision;
- Ability to draft reports in a clear and concise manner;
- Initiative and willingness to learn new skills.
- High attention to detail and ability to prioritise and work to deadlines.
Language Requirements: Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.
