Job Description (JD)
Position: Associate – Backend Operations (Certification Body)
Department: Certification / Operations
Reports To: Certification Manager / Operations Manager
Location: Office Based (NSP/Narela)
Salary – 12000 to 20000

1. Role Objective
To support certification operations by managing audit documentation, client records, certification files, and coordination with auditors and clients to ensure compliance with accreditation requirements such as ISO standards and accreditation guidelines.

2. Key Responsibilities
Certification Process Support

• Maintain certification files for clients applying for ISO certifications (ISO 9001, ISO 14001, ISO 45001, etc.).
• Verify client documentation before audit scheduling.
• Prepare certification files for review and certification decision.
• Maintain records of audit reports, corrective actions, and certification decisions.
Audit Coordination

• Coordinate with auditors for audit scheduling and document sharing.
• Send audit plans and audit confirmations to clients.
• Track audit completion and collect audit reports from auditors.
• Ensure timely closure of non-conformities (NCRs).
Documentation Management

• Maintain document control system for certification files.
• Ensure all records meet accreditation requirements.
• Archive completed certification files properly.
• Maintain database of certified clients.

Client Communication

• Send certification proposals and application forms to clients.
• Follow up with clients for pending documents.
• Provide support to clients during certification process.
• Coordinate certification issuance after approval.
Certification Records Management

• Maintain:
o Audit reports
o Corrective action reports
o Certification decision records
o Surveillance audit schedules

• Track certification expiry and surveillance audits.

3. Compliance Responsibilities

• Ensure all certification processes follow accreditation requirements of International Accreditation Forum.
• Maintain confidentiality of client information.
• Support internal audits and accreditation audits.
• Assist in witness audits conducted by accreditation bodies.

4. Required Skills
Technical Skills

• Knowledge of ISO standards (ISO 9001 preferred)
• Understanding of certification process
• Documentation control skills
• Basic audit process knowledge
• MS Excel / Word proficiency

Soft Skills

• Attention to detail
• Strong documentation management
• Communication and coordination skills
• Time management
• Ability to handle multiple certification files

5. Educational Qualification

• Bachelor’s Degree (Management / Commerce / Engineering preferred)

6. Experience

• 0 – 3 years’ experience in:
o ISO certification
o Quality documentation
o Compliance operations
o Administrative support in certification bodies

7. Key Performance Indicators (KPIs)

• Accuracy of certification records
• Timely audit coordination
• Proper documentation maintenance
• Timely issuance of certificates
• Compliance with accreditation requirements