OSS

Document Name: ANNEX - 02 Responsibility & Authority

1. PROP./CEO:
PROP. has given Responsibility/Authority to CEO for day to day/overall working of the
Certification body
The CEO is responsible for the successful operation of the entire certification scheme and
ensuring impartiality and competence in all certification activities. The terms of reference
for the CEO are:

1.1 To assist the Chairman and Board of Management in formulating appropriate

operational and business policies to achieve the corporate objectives for
excellence in the quality of its services as per (OSS) certification scheme.
1.2 To establish resource strategies to meet the financial, technical and administrative
targets.
1.3 To oversee and coordinate the selection, employment and periodic appraisal of all
personnel involved with the operation of (OSS) certification scheme.
1.4 To maintain liaison with the Impartiality Committee and provide regular
information relating to the certification matters. The CEO will be responsible for
the Impartiality Committee's approval of any proposed changes in the certification
scheme and its implementation under the Committee's direction and advice.
1.5 To oversee matters related to the issue of (OSS) certification in accordance with
the documented procedures and directly control the withdrawal of any
certification.
1.6 To ensure the granting and continuation of (OSS)'s accreditation, notification and
such other authority which may be granted to (OSS) by accreditation bodies,
statutory authorities and collaborating organizations.
1.7 To establish business and marketing initiatives for promoting (OSS) services
within India including monitoring and analysis of market competitive forces.
1.8 The PROP. has total responsibility to grant the certification with the Certification
Committee to the companies after checking all the compliances of the
certification scheme. He authorizes the issue of certificates to companies upon
confirmation of the compliance of all audit and procedural requirements by TC, as
per (OSS) Certification Scheme.
1.9 To suspend, withdraw or reduce the scope Certification as per (OSS) Policy
Manual.
1.10 To organize internal audits of certification procedures and activities not under the
jurisdiction of Certification Manager e.g. Functions of the Certification Manager.
1.11 To undertake QMS, EMS, OHSMS and FSMS assessments, as & when required.
1.12 To schedule the conduct of Management Review Meetings.

1.13 In the absence of the CEO, his day to day operational functions will be mporarily

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dealt by the CM/ACM.

2. CERTIFICATION MANAGER (CM)

The CM is responsible for the coordination and operation of all activities relating to the
auditing of an applicant company's management system for certification to the applicable
standards (QMS, EMS, OHSMS and FSMS ). His/her duties include direct responsibility
for the following functions:

2.1 To ensure that all assessments for initial certification / surveillance are conducted
in conformance with the technical requirements and auditing procedures as per
the standards.
2.2 To review the complete audit records on file upon completion of the certification
audit of an applicant company to ensure that the requirements of the certification
standards, as applicable, have been complied with prior to the independent review
by CC before confirming grant of certification.
2.3 To identify the training needs and maintain training records of the personnel and
Auditors involved with the operations of (OSS) Accredited Management System
Process.
2.4 To arrange for special audit visits where necessary for witness audit of auditors by
PROP./ accreditation bodies.
2.5 To identify, review and update half yearly sector scope competence of all
Auditor's by allocation of IAF Codes.
2.6 To verify and approve Auditors and Experts qualifications and sector wise
expertise for assignment for conducting Integrated Management Systems audits.
2.7 Scheduling of audits and allocation of auditors and technical experts, as
necessary, with specific regard to the qualification and expertise required for the
assessment of a company's activities.
2.8 To verify the technical aspects of audit reports at each audit stage.
2.9 Provide updated information and instructions to the auditors in respect of the
auditing procedures and revised requirements of the standards, as and when,
applicable.
2.10 To conduct Contract Reviews of applications for certification, in the absence of
CEO/TC responsible for contract review.
2.11 To undertake Assessments of Intergraded Management Systems of applicant
organizations.
2.12 To attend to Admin. Functions and responsibilities for QMS, EMS, OHSMS and
FSMS Accredited Management System Process operations in the absence of
CEO
2.13 Carry out Contract Review for QMS, EMS, OHSMS AND FSMS . In the event
of the absence of CM, these above functions will be conducted by TC/CEO.
2.14 To act as a focal point for responding and recording of customer complaints and to
assist the CEO for taking necessary corrective actions.
2.15 To notify all registered companies and other users of (OSS) Certification Scheme of
any authorized changes and amendments.

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2.16 To arrange for withdrawal of superseded documentation and replacement with

current issue.
2.17 To record customer feedback and analyze the same to measure and monitor
customer satisfaction.
2.18 To assist the CEO in general administration of the (OSS) Accredited Management
System Process and compliance with its accreditation requirements.
2.19 To prepare agenda and analysis of the continual improvement of the (OSS) QMS for
review at the Management Review Meetings.
2.20 To maintain records of the Impartiality committee members and issue notices for
meeting to be scheduled on periodical basis. CM also ensures that expert committee
meeting reflects the impartiality of audits, certifications and decision making process.

3. ACM/TECHNICAL CO-ORDINATOR
3.1 To scrutinize all audit documentation and records independently for compliance
with the procedural requirements as per (OSS) accreditation Management System
certification scheme (QMS, EMS, OHSMS and FSMS ) and prepare Certification
check lists for grant of initial certification or re-certification:
Man day’s allocations.
Allocation of auditors and technical experts to ensure their scope competence and
experience, fully matching the requirement criteria.

3.2 To maintain all certification and surveillance audit records of certified

organizations and send advance notices for conduct of periodical surveillance
audits and the re-assessment for renewal of certification, when due.
3.3 To empanel applicant auditors and maintain lists of all empanelled auditors and
their records of audits conducted and their up gradation.

3.4 To send notices to certified clients in advance of the due dates for surveillance/re-
assessment audits based on computerized records.

3.5 Maintain Updated client data and general information for clients on (OSS)
website. The client data will also include scope and multi-site locations where
applicable.

3.6 Ensure (OSS) website is updated periodically and less no. of links with any other
organization.

3.7 Sending Audit Schedule and Intimation Letter to the client for audit program.

3.8 Issue and control of all documentation relating to the certification scheme i.e.
approved Control Manuals & Procedures, Auditors guide and formats etc. which are
issued under the authority of the CEO.

3.9 To maintain, liaison and communicate with (OSS) existing and potential clients on a

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regular basis to identify client requirements.

3.10 In absence of TC/ACM the job will be taken care by CM.
4. OFFICE COORDINATOR
4.1 To handle incoming client inquiries and communications with prospective and existing
clients.
4.2 To handle Computer Data processing for maintaining records of certified clients
companies and the companies in the process of certification.
4.3 Competence in email/fax communication and preparation of certification
documents/certificates (QMS, EMS, OHSMS and FSMS ).
4.4 To ensure prompt follow-up of inquires and offers for certification.
4.5 Preparation of invoices and maintenance of Accounts.

5. AUDITORS
These are Audit Team Leader and Audit Team Members who are qualified in accordance
with applicable Management System standards, and are either regularly employed
personnel who work exclusively for (OSS) or empanelled by (OSS) and contracted
specifically for a particular audit (not exclusively employed by (OSS)).
All assessments are conducted by auditors qualified as per applicable management
system standards with expertise in the relevant sector of the industrial activity under
assessment. The selection and allocation of Auditors is governed by the laid down
procedure for their selection.

6. TECHNICAL EXPERTS
These are specialists with a substantial expertise based on relevant qualification and
expertise in a specific sector of industry. The Experts who may not necessarily have
experience of auditing Integrated Management systems, provide expert guidance, backup
knowledge and technical information to the assessment team, in the specific area of the
auditee's activities and form a part of the assessment team without any auditing functions
or responsibilities, as and when required.
(OSS) will maintain a panel of technical specialists and Experts, who may be involved in audit/
advice, as and when required and must have experience of 5 years in the particular field

7. Contract Review QMS:

The contract review for ISO 9001:2015, ISO 14001:2015 ,ISO 45001:2018 and ISO 22000:2018.
CM/TC and approved by CEO.

8. Certification Committee:

Certification decision for granting, refusing, maintaining of certification, expanding or reducing

the scope of certification, renewing, suspending or restoring following suspension, or
withdrawing of certification.

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9. (OSS) Board of Management

(OSS) supported by Directors to undertake audit and evaluation of an ORGANISATION’S

Quality management system, as per the requirements of the contractual standard.
Board of director supports financially and technically -The objective of (OSS) is to offer its
certification service in a fair and impartial manner conforming to the contractual requirements
agreed with the client companies. Also they support the methodology of evaluation and
certification is strictly as per the requirements of Accreditation boards ISO/IEC 17021-1:2015,
ISO/IEC 17021-2:2016 EMS , ISO/IEC 17021-3:2017 QMS , ISO/TS IEC 17021-10:2018
OHSMS , IAF MD-22:2018 OHSMS and ISO/TS 22003:2013 FSMS, EGAC procedures
respectively and is approved by an impartiality Committee.

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