Global Quality Systems & Document Management Manager

About the role:

As a Global Quality systems and Document Management Manager in FSQR (Food Safety, Quality and Regulatory) you will lead the optimization of the global quality management system and documentation, ensuring that Barry Callebaut’s Quality Management System is aligned with industry requirements and compliant with regulatory, GFSI and customer requirements. Ensure that all documents within the scope of the system are controlled, stored and maintained centrally. The role is responsible for designing the document management system process in a simplified manner, driving regular reviews, and implementing improvements to user friendliness and efficiency. This role will be the business owner of the document management system while serving as the main contact point for the digital team to ensure the supporting tool meets the requirements of the process.

This position reports to the Director of Quality systems and Compliance and has 1 direct report with a temporary assignment.

Key responsibilities:

Global Quality System Standardization (QMS)

• Develop and deploy comprehensive global quality system to ensure consistency and effective execution across all regions, fostering a unified approach to quality management.
• Integrate customer expectations into the management system, ensuring that quality standards and practices are aligned with customer needs and enhance satisfaction.
• Provide expert support to all quality units and functions in interpreting and implementing global quality systems, ensuring consistent application and understanding across the organization.
• Conduct benchmarking against industry standards and competitors to identify areas for improvement. Provide actionable insights based on these comparisons to enhance quality and safety practices.

Transformation of BCs Document Management System 

• Lead the process of transformation of the current Document Management system to design and maintain a state-of-the-art process and system, which meet our FSQR & BC goals and compliance standards as well as industry standards and requirements.
• Through SWOT analysis gather the necessary input to propose the next generation process and work closely with the digital team to implement the right tool to support the process.
• Conduct a full review of the existing documents in collaboration with the senior quality leaders to identify scope, structure, review process, roles and responsibilities and establish the future state to sustain a workable and usable process and system.
• Initiate and facilitate the review process with respective functional content owners to update or create new procedures and documents as necessary to establish the new process and system.
• With the assigned resource’s support guide the clean up and simplification of the documentation to update and revise and ensure alignment with customer requirements, regulatory standards, and current industry practices.
• Organise and provide training on the newly established process.
• Monitor the progress and establish KPIs to report on progress and identify areas for improvements as required.
• Maintain the Document Management System to ensure it’s up to date and meets relevant industry, customer and other relevant requirements.

Training and development

• Develop and provide training as part of the overall quality management process and system.
• Lead the document management training and ensure that employees understand the process and new system’s features and functionality.
• Provide support during the transformation from current to future, ensuring teams can effectively use the digital system for document management, policy adherence, and reporting.
• Develop ongoing training programs to ensure employees stay current with future system updates and best practices.

Compliance and Regulatory Governance

• Stay up to date with relevant regulations and industry standards to ensure QMS procedures, policies, and documents are compliant with the latest requirements.
• Coordinate with cross-functional teams to ensure all digital documentation is easily accessible and reflects both regulatory and customer-specific requirements.

Continuous Improvement

• Identify opportunities for continuous improvement within the Document Management process and QMS and contribute to ongoing digital transformation initiatives including expanding the scope and promoting the solution further in the organization
• Foster a culture of quality, accountability, and digital literacy across the organization, ensuring high standards are maintained throughout the lifecycle of the system

About you:

• Master’s degree in a food technology or bioscience or engineering or other relevant education or background.
• Experience in Quality and Food Safety management, HACCP management, Hygienic, GMPs (Hygiene practices, Sanitation, Environmental Monitoring, etc.).
• Experience in a multinational company in the food industry or pharmaceutical.
• Understanding of set up and structure of a Quality and Food Safety management system within a food/pharma industry.
• Strong business change management, project management, stakeholder management and communication skills.
• Language: English is a must, other languages are a plus.
• Ability to manage global remotely, influence and work within different time zones, cultures and levels of the organization.
• Excellent communication skills at all levels.
• Strong organizational skills, orientation to detail.
• Leadership, decision-making.
• Coaching and training skills.