Job Description & Requirements
1.0 Position : Integrated Management System Officer and Group Document
Controller (IMS-GDC)

2.0 Level :

3.0 Job Description Summary :
The Integrated Management System (IMS) Officer and Group Document Controller (GDC) is responsible in assisting the Management Representatives in facilitating the development of IMS / Company manuals, monitoring the implementation of manuals, policies and procedures to ensure effective implementation of the Integrated Management System.
Functionally reporting to the Management Representatives of SMC and its subsidiaries, the IMS-GDC helps review and aligns the systems, processes, procedures and documents of the SMC group. He/she works closely with the process owners to assist them in the establishment, documentation and standardization of processes. He/she maintains and manages all important documents for the SMC group and assures that it is easily accessible and properly stored. In line with this, the IMS Officer and Group Document Controller manages the documents and records management system of Semirara Mining Corporation and subsidiaries. He/she ensures the proper distribution and communication of documents to the different sites.
The IMS-GDC also participates during the internal and external Management System audit activities within the organization.
Although based in the Makati Office, the job of the IMS-GDC involves regular visits (short-term or long-term) to its other offices and subsidiaries (Makati, Minesite, Taguig, Calaca, etc.). He/she may be assigned to long-term projects based on the annual IMS Program/Plan of the SMC group of companies.

4.0 Duties and Responsibilities :
As IMS Officer, his duties and responsibilities include:
a. Provides Management Representatives with relevant up-to-date information / reports on status of IMS activities, IMS standards and audit, performance vis-à-vis quality objectives, document control, records control projects
b. Assists Management Representative/s and Internal Audit Team Leader/s in the collection and monitoring of CA, PA, and responses to Audit findings (NC, OBS, OFI), especially in the Makati Office.
c. Assists in the coordination and the conduct of Management review meetings, Internal Audits, Corrective Action and Preventive Action meetings, and other relevant company interface procedure discussions
d. Conducts briefing/cascading sessions on the group’s Management System
e. Participates actively in the review of proposed processes and ensures conformance to defined capabilities and integration to quality systems
f. Assists in ensuring proper qualification and continuous education of IA team members and alternates, compliance officers, department document controllers and other employees.
g. Participates in internal audits regularly to ensure that the established procedures and work instructions are updated.
h. Coordinate with the Compliance Officers/Department Documentation Clerk to ensure that the management system documents have been properly maintained and updated.
i. Provide training and guidance to Compliance Officers/Department Documentation Clerk and other stakeholders via various mechanisms including telephone, informal discussions, formal presentations, lectures, etc.
As Group Document Controller, he is responsible for filing and safekeeping of various internal and external documents. His/her duties include but are not limited to the following:
j. Establishes, reviews and updates the Document Control and Records Control policies and procedures of SMC and subsidiaries
k. Assists in the implementation, management and administration of document and record management system in the organization.
l. Ensures that all management system documents are approved prior to issue.
m. Ensures that controlled copies of the latest approved documents are issued or distributed to authorized copyholders in a timely manner, retrieving the old/superseded documents to avoid confusion.
n. Ensures strict adherence to procedural control over document withdrawal, borrowed files and movements.
o. Monitors whereabouts and action taken on documents being filed and dispatched.
p. Inputs document data into the standard registers, ensuring that the information is accurate and up to date.
q. Performs evaluations and document audits for the company and its subsidiaries:
• Performs regular audit on department documents, ensuring no errors in file names and other applicable requirements of the management system
• Performs audit of controlled documents, maintenance of the department directories, tracking and reporting on documents review progress.
• Reviews and proofreads documents for consistency of document format and systems concerns
• Keeps and updates all management system documents and records, including electronic copies.
r. Manage archival activities for controlled documents and validate revisions including: date of last update, the reason of the update, the function who demanded the update and the function that authorize the update.
s. Maintains inventory of all document and records.
t. Manages the records center and recommends documents/records for disposal in accordance with existing policies and guidelines.
u. Conduct filing of documents and reports associated with the Management System. Provide support for Management System during certification audits and actively participate in department Management System documentation activities. Effectively follow the company standard operating procedures in submission of documents.
v. Provides guidance to various functional groups related to the refinement and maintenance of the integrated management system
w. Cross checks policies in Integrated Management System / Quality Manual, Process Manuals, and Reference Manuals with relevant internal and external standards and applicable references regularly to ensure completeness and integration of the quality system
x. Performs other functions requested by the Management Representative/s or Top Management related to the management system.

5.0 Position Requirements :
5.1. Education
: Graduate of a four (4) or five (5) year course, preferably BS in Engineering
5.2. Work Experience
a. At least seven (7) years relevant experience in Management System implementation or audit.
b. Knowledge of ISO 9001:2008, ISO 14001:2004 and OHSAS 18001:2007 concepts and guidelines.
c. Knowledge of management information systems concepts and practices (e.g., electronic document management system requirements and implementation)
d. Considerable skill in conducting quality control review of documents (e.g., grammar, format)
e. Knowledge in use of word processing, spreadsheets, database and other job-specific business software to prepare reports, memos, summaries and analyses
f. Strong communication, prioritization and organizational skills
g. Demonstrate ability to work accurately, follow instructions/ schedules/ timelines and handle multiple priorities
h. Proficient and documents and records management and must be keen to details
i. Good in written and oral communication.
j. Considerable knowledge of related industry policies, regulations and laws
k. Works under minimal supervision.
5.3. Trainings/ Seminars :
a. With trainings/seminars in Integrated Management System Documentation
b. Other related training and seminar that give relevance to the position requirements.

6.0 Reporting Over : Management Representative/s of SMC and its other subsidiaries

How to Apply as a Integrated Management System (IMS) Officer and Group Document Controller (GDC)
If you are interested, send your resume application at jtaure@dmcipower.com