QA Executive

Department: Quality Assurance

Reports To: QA Manager

1. Job Purpose

The QA Executive is responsible for supporting the QA Manager in maintaining and implementing the Company’s Food Quality and Safety Management System and ensuring compliance with applicable regulatory, customer, certification and internal food safety requirements.

The role is responsible for conducting inspections and verification activities, managing food safety and quality documentation, investigating non-conformances and customer complaints, supporting audits and regulatory requirements, coordinating laboratory testing, and working closely with operational departments to continuously improve food safety, product quality and compliance standards.

2. Key Accountabilities

A. Food Quality & Safety Management

• Support the implementation, maintenance and continual improvement of the Company’s Food Quality and Safety Management System.
• Ensure compliance with the Company’s Food Quality and Safety Policy, procedures, work instructions and established standards.
• Support compliance with applicable ISO 9001, ISO 22000, HACCP, FSSC 22000, GMP, GHP and other relevant food safety requirements.
• Ensure food safety and quality procedures are communicated and consistently implemented across relevant departments.
• Assist the QA Manager in reviewing and updating food safety and quality procedures when required.

B. Inspection, Verification & Compliance

• Conduct daily, weekly and scheduled inspections and verification activities to ensure compliance with established food safety and quality requirements.
• Verify Critical Control Points (CCP), Prerequisite Programmes (PRP), Operational Prerequisite Programmes (OPRP), GMP, GHP and other established controls.
• Conduct hygiene, housekeeping, production and storage inspections within the Company premises.
• Identify non-conformances, potential food safety risks and areas requiring improvement.
• Follow up with relevant departments to ensure corrective actions are implemented and completed within the required timeline.
• Escalate significant food safety or quality issues to the QA Manager promptly.

C. Non-Conformance, Complaints & Corrective Actions

• Investigate product quality issues, internal non-conformances, customer complaints and customer returns.
• Conduct root cause analysis and work with relevant departments to determine appropriate corrective and preventive actions.
• Monitor and follow up on corrective actions to ensure effectiveness and timely closure.
• Maintain proper records of non-conformances, investigations, corrective actions and customer complaints.
• Analyse recurring quality issues and recommend improvement measures to reduce recurrence.

D. Audit & Certification Support

• Assist in preparing the organisation for customer audits, regulatory inspections, certification audits and external accreditation reviews.
• Participate in internal audits and follow up on audit findings.
• Coordinate with relevant departments to ensure audit corrective actions are completed within the required timeframe.
• Maintain audit records, supporting documents and evidence of corrective actions.
• Support the maintenance and renewal of applicable food safety and quality certifications.

E. Regulatory & External Compliance

• Liaise with relevant government authorities, certification bodies, laboratories and third-party service providers on quality and food safety matters.
• Coordinate and monitor the renewal of relevant licences, permits and certifications.
• Keep updated on applicable regulatory and food safety requirements and communicate relevant changes internally.
• Support regulatory inspections and ensure required documentation is available and properly maintained.

F. Laboratory Testing & Quality Monitoring

• Coordinate and perform scheduled product, environmental, water or other laboratory testing as required.
• Liaise with external laboratories for microbiological, chemical or other required testing.
• Review and analyse laboratory test results and identify abnormalities or trends.
• Follow up on out-of-specification results and coordinate appropriate corrective actions.
• Prepare monthly QA reports and analyse food safety and quality performance data.

G. Documentation & Record Management

• Maintain accurate and up-to-date QA records, inspection reports, test results, audit documentation and compliance records.
• Ensure food safety and quality documents are properly controlled, filed and readily available for review and audit purposes.
• Assist in reviewing and updating SOPs, work instructions, forms and quality-related documents.
• Ensure obsolete documents are removed and current approved versions are being used.
• Prepare reports, presentations and other quality-related documentation as required.

H. MSC Chain of Custody Compliance

• Support the implementation and maintenance of the Company’s MSC Chain of Custody requirements.
• Ensure relevant procedures and records are maintained in accordance with MSC requirements.
• Conduct checks and verification activities relating to MSC-certified products where applicable.
• Support MSC audits and follow up on any identified non-conformances.

I. Product Development & Change Management

• Participate in product Design & Development activities from a food safety and quality perspective.
• Support product trials, new product launches and changes to ingredients, processes or packaging.
• Review product specifications, labelling and food safety requirements where applicable.
• Work with relevant departments to ensure new or revised products meet regulatory, customer and internal quality requirements.

J. Cross-Functional Support & Continuous Improvement

• Work closely with Production, Warehouse, Procurement, R&D, Sales and other departments on food safety and quality matters.
• Provide guidance to employees on food safety, hygiene, quality standards and compliance requirements.
• Support food safety and quality training and awareness activities.