Certification Assistant

An exciting opportunity has arisen at Davao, Philippines for CERTIFICATION ASSISTANT.

As a Certification Assistant you would support the certification process by ensuring that all documentation, procedures, and timelines comply with applicable standards and regulations. The role covers two core functions: Planner, focusing on client coordination and project contracting, and OSP Reviewer, focusing on technical review and compliance of certification documentation. The Certification Assistant works closely with clients, auditors, certification bodies, internal teams, and external scheme owners to ensure timely and high-quality certification services.

Are you a business-driven, innovative and result-oriented person, and do you want to be part of our international network? Then we are looking for you!

Tasks & responsibilities

Planner

• Serve as the primary point of contact for prospects, clients, auditors, and certifiers during project contracting, pre-document verification, validation, day calculations, and handover for audit planning.
• Manage customer service and client profile activities, including collecting client information via phone and email, guiding clients in completing application forms, preparing offers, and processing contract documentation.
• Maintain strong working relationships with prospects and clients across all certification programs, including Agriculture, Social, Textile, Recycling, and other schemes.
• Conduct systematic and regular follow-ups with prospects and clients on service introduction, application forms, offer acceptance, contracts, and other required normative documents.
• Coordinate and/or review Organic Transaction Certificates (TCs) and Certificates of Inspection (COIs) between local and international offices (e.g., Philippines, Sri Lanka, and The Netherlands).
• Liaise with internal departments, auditors, and certification teams to support smooth audit planning and certification handover.
• Assist the finance team in preparing invoices and following up on payments prior to audits and certificate release, when required.
• Meet assigned KPIs and submit monthly achievements related to planning and client coordination activities.
• Maintain up-to-date knowledge of the Control Union quality system, handled certification programs, and related procedural updates.

Technical Reviewer

• Assess and review Organic System Plans (OSPs), technical reports, audit reports, inspection reports, and quality documentation for accuracy, completeness, and compliance with applicable certification standards.
• Ensure documentation aligns with agriculture and related certification schemes, including Organic Certification (OSP and supporting documents), Puratos Cacao Trace Standard, and other relevant frameworks.
• Review labels, certification scopes, and product additions, ensuring compliance with internal and external regulatory requirements.
• Provide clear, constructive feedback to clients, auditors, inspectors, and internal teams to improve the quality and compliance of reports and certification documentation.
• Maintain accurate and traceable records of reviewed documents, including revisions, approvals, corrective actions, and monitoring files.
• Work closely with prospects and clients to identify documentation gaps, inconsistencies, or errors and provide guidance for correction.
• Collaborate with auditors, inspectors, technical teams, local offices, and external scheme owners to clarify findings and review reports.
• Facilitate coordination with external scheme owners (e.g., Puratos) as required.
• Support and assist in conducting trainings related to agriculture and certification standards, particularly organic certification (OSP preparation and related documentation).
• Stay informed and up to date on relevant standard requirements, ensuring compliance with industry regulations and best practices.
• Generate and compile KPI results related to OSP review and technical performance, supporting timely and quality service delivery.
• Coordinate with the Agriculture Lead for technical updates, priorities, and instructions.
• Attend required meetings, trainings, and company events.
• Perform other related duties as assigned by the Certification Operations Manager and Managing Director.

Requirements

• Degree/ Diploma in Agriculture (Preferably majored in Crop Science/Agri. Extension)
• Two (2) to three (3) years of equivalent working experience related to quality assurance and quality management (implementing and maintaining a quality system)
• Fresh graduate with good scholastic records is welcome to apply
• Good command of spoken and written English
• Knowledge of specific quality management system standards/normative documents
• Knowledge of risks assessment
• Computer skills: Proficient in using Microsoft Office

Our Company

We are a risk management and logistics service company, non-stock listed, and family owned.

The specialist activities comprise of inspection and certification of food, animal feed, textiles, minerals, forest products, biomass, biofuels and oil and gas related equipment.

On this site you find information about Control Union and what we do. Want to learn more about our company and the opportunities we offer in the region? Visit Control Union Philippines to discover more about our work and how you can be part of our team.

Our values drive our business, and our people demonstrate these attributes in all that they do. We are looking for candidates that act with integrity, demonstrate the highest level of service quality, are resilient, have an adaptive mindset and are committed to working safe, with long term view and sustainability. If you have these qualities, then we look forward to welcoming you to our global family!

How to Apply

Interested candidates should submit their resume and cover letter to philippines_hr@controlunion.com. Please include “Certification Assistant – Name of Applicant” in the subject line.

Disclaimer: Please do not expect our team to respond if you do not meet the specified requirements.