Audit Scheduler

**Audit scheduling**
- Plan repeat, surveillance, and new audits according to accreditation rules.
- Ensure Job numbers are created on SAP for recerts and new audits.
- Plan audits six months in advance, such that repeat and surveillance audits take place within 60 to 90 days of the due date; new certifications are scheduled as soon as possible after the client has signed the contract; and stage 1 and stage 2 audits are no less than 10 working days and no more than 90 calendar days apart. Note that prior approval from reviewers is required for back-to-back stage 1 and stage 2 audits.
- Ensure that signed contracts, notifications ad POS are received for all confirmed audits. Ensure that the correct number of audit mandays is planned.
- Plan customized audits on time (TAPA, SMETA, CSSR, ASI, etc).
- Ensure that the correct number of audit mandays is planned; Prevent scheduling of 0,25 increment MDs, wherever possible
- Allocate the relevant scoped auditors to make up the audit teams. Each audit should have a lead auditor and/or at least one team member with the required EAC scope. Where no auditor has the EAC scope, assigning a technical expert to the audit, bearing in mind that “expert days” do not count towards the manday total.
- Report gaps in EAC scopes to Technical Manager, i.e. if additional resources are required or if existing auditors can expand their scopes.
- Plan audits and the schedules of individual auditors/experts such that sufficient time is allowed for travel, and for adequate rest. Plan audits on ICMS ahead of time to maintain global scheduling KPI. Creating new clients on ICMS.
- For Cash clients, generate down payment tax invoice on SAP and send to client as well as inform client that payment is required before audit takes place.
- Ensure no cash client audit takes place without payment received or prior approval from Finance manager and Certification Manager.

**Client & Auditor liaison**
- For repeat and surveillance audits, telephoning the client six months in advance, and agree on provisional audit date; booking the dates on ACDC and Following up to obtain the signed audit confirmation from customer
- Ensure that audit notifications are accurate and if changes are made, revisions to the notification is made, and communicated to all relevant parties. Changes to audit teams, dates, mandays or scope should be communicated to the client and audit team.
- Client information to be updated when necessary on SAP.
- Arrange travel and accommodation for auditors if the client is not making the bookings, and ensure arrangements are made timeously to avoid incurring additional costs.
- Follow up with lead auditors on outstanding audit plans, to ensure that audit plans are received by Back Office and client at least 15 working days before the audit.
- At least 10 working days before audit, ensure audit plan has been send to client and supporting auditors, by the Lead Auditor.
- Change confirmed audit dates if external auditor can be reallocated
- if not costs must be levelled to the client as per terms and conditions which scheduler has the specific authority to enforce.
- Responsible person to change auditor information and dates and inform Senior systems planner of changes to audit team once authorised in writing by Senior Systems Planner if audit was confirmed and changes have occurred.
- Changes for the auditor information can be facilitated by Scheduler with changed auditor information to be sent to the auditors directly and a copy always sent to the Senior Systems Planner.
- Inform the Senior Systems Planner of customer complaints.
- Attending staff meetings, auditor experience exchanges, customer focus days, and training sessions, as required by the Business Stream Manager and/or the Certification Manager.
- Adhere to the TÜV Rheinland South African Group management system requirements.
- Comply and ensure implementation of the company’s and the customer’s Quality, Health and Safety and Environmental Policies and Procedures.

**Audit Support**
- Ensure audit pack is received from the Lead Auditor within 5 working days after last day of the audit.
- Perform completeness check, upload to ACDC, and submit audit for Review.
- Follow up on audit sent for review, address reviewer comments, until it is released. Update audit tracker accordingly.
- If the Audit requires a certificate to be printed, download certificate from ACDC, as well as the test mark from certipidia and review. Get confirmation from finance on status of account, and if client account is settled, send a soft-copy of certificate and test mark to the client
- Print hard copy as per the clients printing request if Finance confirms the account is settled, and courier to the client within 5 days of certificate being released, otherwise request client to settle outstanding balance before sending the certificate.
- Share final audit report with customer once audit is released on ACDC.
- Process flag requests from customers

Work Locat