Compliance Supervisor

To lead the documentation and continuous improvement of company processes and policies, ensure timely distribution of approved documents across all departments, and oversee compliance with management-established standards across all departments and branches nationwide.

Key Responsibilities:

1. Document company processes and policies

2. Create clear and accurate documentation of procedures, workflows, and company policies for internal use.

3. Coordination with relevant departments

4. Work closely with various departments to collect and verify the correct steps and information for each process.

5. Ensure all process and policy documents are approved

6. Submit drafts for management review and ensure final versions are formally approved before being shared.

7. Distribute approved documents to all departments and branches

8. Share the finalized documents across the organization so all teams have access to the latest standards.

9. Maintain a central system for storing documentation

10. Organize and store all policies and procedures in a central, easy-to-access location (physical or digital).

11. Monitor compliance with documented policies and procedures

12. Check regularly to ensure all teams follow the approved processes and policies.

13. Conduct regular internal audits or checks

14. Perform periodic reviews to identify whether departments are meeting company standards and guidelines.

15. Provide support and guidance to departments

16. Assist staff in understanding and applying policies correctly in their day-to-day operations.

17. Report non-compliance and recommend corrective actions

18. Inform management of any violations and suggest ways to fix or improve the situation.

19. Assist in training sessions or workshops

20. Help organize or deliver training to make sure employees are aware of and understand company procedures.

21. Continuously improving documentation practices

22. Review and enhance how documents are written, updated, and shared to keep them effective and user-friendly.

23. Coordinate with Managers and Senior Managers on policy updates

24. Work with leadership to revise documents based on audit results, legal changes, or business needs.

25. Track and Monitor KPIs and Strategic Projects

26. Regularly monitor the Key Performance Indicators (KPIs) and strategic projects of group managers, their departments, and personnel to ensure alignment with business goals and timely delivery of commitments.

III. Deliverables

1. Documented Processes and Procedures

2. Clear, step-by-step documentation of business processes for each department, formatted and structured for easy understanding and use.

3. Approved Company Policies

4. Finalized policy documents that have been reviewed and approved by management, covering areas such as operations, compliance, and internal controls.

5. Policy and Procedure Distribution Plan

6. A documented plan or log showing how and when policies and processes were shared across departments and branches.

7. Compliance Monitoring Reports

8. Regular reports that track each department & adherence to documented policies, including audit results, findings, and areas of improvement.

9. Audit Schedules and Checklists

10. Predefined audit plans and checklists used during internal compliance checks, tailored to each department or process area.

11. Non-Compliance and Corrective Action Reports

12. Documentation of non-compliance issues, including details of violations, root cause analysis, and recommended or implemented corrective actions.

13. Training Materials and Attendance Logs

14. Materials used for training sessions (e.g., slide decks, handouts) along with attendance records to show who was trained and when.

15. Document Control Register

16. A log or system that tracks all policy and procedure documents, including versions, approval dates, distribution history, and review schedules.

17. Process Improvement Recommendations

18. A compiled list of suggestions or proposals for improving current processes or addressing inefficiencies, often based on audit findings or feedback.

19. Annual Compliance Summary Report

20. A year-end summary report that provides an overview of compliance activities, key metrics, audit outcomes, and policy updates.

21. KPI Monitoring

22. Monitor performance metrics (KPIs) of group managers, departments, and key personnel, highlighting trends, gaps, and progress.

23. Strategic Project Monitoring

24. Status reports on strategic projects, tracking timelines, deliverables, owners, and any delays or challenges, along with recommendations and or support, in order to Implement the project.