Internal Inspector (Food Manufacturing)

Department: Internal Control Systems (ICS)
Reports to: Sustainability and Compliance Manager

Purpose of the Job

The Internal Inspector is responsible for assessing the compliance of each group member, production unit, and collection center with organic production rules, according to the EU Regulations (2018/848),USDA/NOP, Regenerative Organic Standards, Fair For life standards and other standards. The role ensures that the members adhere to the Internal Control System (ICS) procedures, conducting effective farm inspections and providing clear, objective reports. The inspector must uphold the integrity of the certification process by avoiding any conflicts of interest. The role be required to build strong relationships with farmers supplying the company, ensuring that the Client is constantly aware of the evolving needs of its smallholder farmers, and that the company is offering solutions to meet these evolving needs in an effort to drive and grow farmer loyalty to the Client.
Additionally, the role will implement the approved yearly work plan and work closely with the field officers, buying clerks to ensure that the coconut requirements of the company are met in terms of quality and quantity.
It is a requirement that the role maintains high level of integrity, ethics and responsibility while ensuring compliance with the Clients organic and fair-trade standards.

Roles and Responsibilities


1. 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 clients 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.
2. Farmer Support
• Work closely field officers with farmers to educate them on organic and Fair-Trade standards and practices.
• Support farmers in meeting the Kentaste coconut 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.
3. 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.
4. 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.
5. 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
6. 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:
o To discuss the work plan
o Previous month performance vs targets
o Current month targets (financial and non-financial), timelines and milestone objectives.
Metrics
• Smallholder Farmer internal inspections(compliant small holder farmers as a % of the total)
o All relevant data required of smallholder farmers
o Develop monthly inspection schedules
o 100% farmer inspections within workplan period
• Maintain the groups assigned to you;
o 100% farmer training attendance across at least two trainings annually
o 100% supply of projected coconuts to the Client.
o 95% collection of advances within guidelines set in the policy
• 100% Organic farmers certified as per the work plan
• 100% accuracy to yield projections – within reasonable conditions
• 100% coverage on all trainings.
• Accurate and timely monthly reports as per approved templates and work plan

Requirements

• A Diploma in Agriculture
• Two years of work experience
• Excellent knowledge and understanding of farming practices including Organic standards, Fair trade, Climate smart farming techniques.
• Computer proficiency: 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
• Confident public speaker
• 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