Executive, Internal Audit

Responsibilities

Main Accountabilities:

Indicate the major responsibility areas, how they are measured, the major activities and competencies required to achieve them.

Documentation Changes & Alignment – to advise all departments to develop, implement, maintain & continuously improve their respective documented system:

• Constantly managing ISO 9001 (i.e. ISO/OSHA Directory) folder including upload, hyperlink and create sub folder and backup folder [i.e. in yearly basis].
• Constantly updates changes in “INTEGRATED MANUAL STATUS AND DOCUMENT MASTER LIST (SUP 02)”, Document Distribution List, Record Master & Disposal of Records and assist branch campus in managing its ISO documents by extend a control copy for branch campus for any changes in HQ documents.
• To assist Quality Assurance & Enhancement Office (Head, ISO /OSHA) closely monitors & continuously improves the effectiveness of the documented system of UCSI University [i.e. documentation coverage against practices and traffic / process flow of the system].
• To ensure the assigned personnel are competent to implement, maintain & continuously improve their respective documented system.
• To ensure any changes of the documented system are always in compliance to ISO 9001 standard requirements [i.e. procedure vs. practical, policy vs. procedures & etc].
• To assist INTERNAL AUDIT Office (Head, ISO /OSHA) in prepare periodic for Management reporting and monitor the implementation of changes of ISO 9001 & OHSAS 18001 with affected functional process [i.e. summary of Document change notices].
• To assist INTERNAL AUDIT Office to coach department / functional unit (person in-charge) in developing SOP [Standard Operating Procedures] as and when required.

Managing ISO & OHSAS audit activities – to plan & implement the Internal Audit & administrate ISO & OHSAS surveillance audit (system certification):

• To assist INTERNAL AUDIT Office (Head, ISO/OSHA) to organize the Internal Audit as per university audit schedule, include preparing checklist.
• To conduct the Internal Quality Audit by using the Audit Checklist as well as issuing/closing CAR as per documented system.
• To assist INTERNAL AUDIT Office (Head, ISO/OSHA) in planning the next Internal Audit Schedule once any internal audit is conducted.
• To maintain the records of Internal Audit in proper order at branch campus.
• To assist INTERNAL AUDIT Office (Head, ISO/OSHA) to follow-up Internal Audit Report & conclude the status of Audit in branch campus level.
• To assist INTERNAL AUDIT Office in handle / coordinate ISO & OHSAS Surveillance Audit / Re-Certification audit, including conduct audit follow-up.

System and Quality Compliance:

• To monitor the effectiveness of quality objectives  and programme for the achievement
• Hazard identification, risk assessment and determining controls for Management
• To monitor the implementation of CAR/PAR and incident investigation
• Participate in Continual Quality Improvement (AQMS Project and task assign)
• To assist INTERNAL AUDIT Office [Head, ISO/OSHA) in compile in quality objectives data and programme for the achievement.
• To coordinate with branch campus level and compile quality objective’s statistical data.
• Coordinate with branch campus in compilation of summary review report / management meeting minutes to INTERNAL AUDIT Office (Head, ISO/OSHA).
• To feedback to the respective functional unit to comply with the Management Review.
• Periodically to prepare progress report to effectiveness of Integrated Management System implementation [i.e. ISO 9001 & OHSAS 18001].
• Facilitate HIRA, coordinate faculty / school / dept. and functional unit HIRA reporting and monitor the control measure review and progress.
• By issuing CAR /PAR as tool to eliminate the detected non-conforming.
• Monitor the progress of CAR/PAR to ensure they are investigated, proposed with action, verified with the result of action taken as per set time frame.
• To work with division / faculty / dept. / unit to solve any pending issues of CAR/PAR.
• To maintain the records of CAR/PAR in proper order.
• To coordinate with branch campus level to in compile CAR / PAR status and incident investigation.
• To assist INTERNAL AUDIT Office (i.e. support Academic Quality Management System) in executes institutional audit activities [i.e. compilation data of self-review assessment, co-ordinate audit events & etc] and towards to self-accreditation status.

Special Task Force / By project basis:

• To assist by facilitate / coach subsidiaries in integrated management system development (e.g. ISO & OHSAS) and implementation as and when required.
• Participate in annual university event [e.g. Convocation, Fire Drill / Fire Evacuation practices] as and when assigned.
• By assisting in the administration of project assigned by INTERNAL AUDIT Office (UCSI University) such as programme accreditation visit / renewal accreditation visit as and when needed.
• By assist INTERNAL AUDIT Office [ISO/OSHA] to conduct the 2nd Party Audit for UCSI University and UCSI Group as and when needed.

Other administrative:

• To prepare reports, documentations and for your supervisor.
• To handle / manage general office administration and support work such as data entry and maintaining records, photocopying, faxing, filling, facilities booking, etc.
• To perform any other duties relating to the above as may be assigned by your supervisor from time to time.

People (Staff & Organisation Development):​

• ISO / QMS CQI Initiation
• OHSAS Management Programme for the awareness of UCSI
• To source, propose, planned and execute CQI [Continual Quality Improvement] activities and OHSAS Management programme for staffs. This includes yearly Emergency Preparedness activities [i.e. Fire Drill, Evacuation Drill, awareness seminar / workshop].
• Source training provider / speaker, assist superior planned & scheduled training / workshop / seminar for the University.
• To assist superior manage the team of Internal Auditors by continual recruit, train / facilitate training for internal staffs.
• As alternative / assist INTERNAL AUDIT Office [Head, ISO /OSHA] to facilitate series of Management Programme for employees in HQ and branch level.
• To prepare training materials [e.g. photocopy, circulation], venue set-up, compilation, token / gifts and refreshment as and when necessary.

Monitor budget within the 5-8% control limit:

• To assist the INTERNAL AUDIT Office to plan the yearly activities and budget for next financial year.
• To assist INTERNAL AUDIT Office to monitor expenses within control limit.
• To periodically reviewed and proposed for any additional cost incur following the special task been assigned.

Requirements

• Bachelor’s Degree (any discipline)
• Interpretation of ISO 9001 : 2015 and OHSAS 18001:2007 Standard Requirements
• Competent to develop SOP [Standard Operating Procedure]
• Competent in conduct IQA  [Internal Quality Audit]
• Competent in processing CAR/PAR
• Competent in administering ISO Management Review [Clause 5.6]  / Statistical Report
• Familiar with system and documentation control
• Familiar MQF, COPA Framework & COPIA Instrument [optional]
• Act 555 : Private Higher Educational Institutions Act 1996
• 2 years’ experience in ISO 9001: 2008 and OHSAS 18001:2007 system and background environment
• Preferably in similar industries [e.g. education industries]
• Able to converse and write in English and BM
• Microsoft Office Word, Excel, PowerPoint, Visio 

Behavioural attribute & soft skills:

• Willing to learn and willing to travel;
• Self-started/ able to work independently and multi-tasking under minimum supervision
• Good problem solving skill [i.e. analytical, sharp & precisely]
• Able to work longer hours as when required for urgent task
• Result oriented and committed to work / task with meet to tight schedule or deadline
• Good in writing skills, neat and precise in documents
• Integrity to the work being assigned / perform the work in professionalism
• Proficient in Negotiation & Project Management