INTERNAL INSPECTOR

JOB TITLE: INTERNAL INSPECTOR

NATURE OF JOB: FULL TIME

INDUSTRY: MANUFACTURING (FMCG)

SALARY: KSHS.30,000-35,000

JOB LOCATION: KWALE COUNTY

DUTIES AND RESPONSIBILITIES

Internal inspection

• Perform internal inspections of farms, production units, and collection centers in line with the ICS procedures and organic certification standards- USDA/NOP and EU 2018/848.
• Review and verify farm compliance with EU organic regulations, including production methods, field management, and harvesting practices.
• Carry out yield estimation and balance verification exercises, ensuring data accuracy.
• Ensure that all documentation, including checklists and reports, is accurately completed and submitted on time and submitted to the ICS data clerk
• Ensure that all internal inspections are carried out in accordance with the organizations’ Grower
• Group Quality Manual and the annual work plan.
• Identify any non-compliance and provide guidance on corrective actions for all the farmers assigned to you.
• Accompany field officers during field visits and assist with monitoring and evaluation of farm activities.

Farmer Support

• Work closely with field officers with farmers to educate them on organic and Fair-Trade standards and practices.
• Support farmers in meeting the company’s product quality requirements by ensuring traceability of coconuts at farm level
• Provide on-site guidance to farmers on organic input requirements, proper harvesting methods, and other farming activities to meet Organic standards.

Training

• Train field officers, buying clerks, receiving clerks and other staff on the inspection process and compliance requirements.
• Participate in initial and ongoing training sessions on organic farming regulations and the ICS processes.
• Keep up-to-date with changes in EU and USDA/NOP organic regulations and ensure compliance during inspections.

Documentation and Reporting

• Prepare detailed reports after each internal inspection, including observations, compliance status, and any necessary follow-up actions for assigned farmers.
• Ensure all inspection reports are submitted to the data clerk in a timely manner.
• Maintain accurate records of farmer compliance status and provide updates for the Approved Farmers List (AFL).
• Assist with compiling data and reports for external inspections and certification bodies.

Communication

• Communicate inspection findings and compliance requirements to farmers and field officers.
• Ensure that all updates and decisions from the ICS Approvals Committee are conveyed to farmers promptly.
• Collaborate with the Sustainability and Compliance Manager (S&C Manager to create and follow the annual internal inspection schedule.
• Attend regular meetings to update the S&C Manager on inspection outcomes and potential issues within the group

Compliance Monitoring

• Evaluate members; ongoing compliance with the ICS and EU regulations throughout the year and report any non-compliance or violations immediately to the S&C Manager and the Data Clerk.
• Provide recommendations for corrective actions and follow-up on their implementation.
• Monitor the implementation of corrective actions by farmers and follow up on areas identified for improvement.
• Assist in managing compliance with organic and Fair Trade standards during each stage of production and harvesting, collection, transportation and holding.
• Work closely with the Field officers, supervisors and S&C Manager to ensure continuous improvement in farmer practices and performance.
• Maintain impartiality during inspections and declare any potential conflicts of interest (e.g., family relations with members, previous work relationships).
• Ensure compliance with conflict-of-interest rules: inspectors cannot audit their own parcels of land or members they have personal ties with.

Other Responsibilities

• Support the field officers in the recruitment and onboarding of new farmers.
• Collaborate with the Field Officers to ensure smooth communication and workflow between farmers and the ICS.
• Ensure inspections align with ICS manuals and procedures, including maintaining farm documentation (e.g., maps, input registers).
• Be familiar with the group’s internal risk assessment and conduct inspections based on risk categorization (low, medium, high).
• Participate in any additional duties as required by the S&C Manager.
• Update the office on external partners’ activities and engagement at the village level.
• When needed, attend events as advised by the office and give feedback as required.
• Take part in data gathering exercises as required by the management
• Attend the monthly ICS reviews as planned by your supervisor:

        To discuss the work plan

        Previous month performance vs targets

        Current month targets (financial and non-financial), timelines and milestone objectives.

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Diploma in Agriculture
• Two years of work experience
• Excellent knowledge and understanding of farming practices including Organic standards, Fair trade, Climate smart farming techniques
• Moderate computer skills, particularly Microsoft Excel, Microsoft Word, PowerPoint
• Ability to communicate effectively with people across all literacy levels
• Ability to use smart gadgets in data collection and doing surveys
• Willingness to spend long hours in the field riding and walking in the farms
• Ability to speak fluently in English and Swahili
• Motorcycle riding experience with a valid license