Position Summary
Department: Research & Development (R&D) Reporting to: Head of R&D The Specification & System Manager is responsible for developing, managing, and controlling the company's specification system, technical documentation, product master data, and change control process for raw materials, packaging materials, semi-finished products, finished products, and production processes.
This role ensures that all product and technical specifications comply with regulatory requirements, customer requirements, internal standards, audit requirements, and manufacturing needs.
The position acts as a key technical bridge between R&D, QA, Regulatory, Production, Procurement, Sales, Customer Technical Teams, and Supply Chain.
Key Responsibilities
Product Specifications Management
Develop, review, and maintain product specifications, COA, technical data sheets, allergen statements, GMO declarations, and related technical documents.
Ensure specification accuracy, consistency, and alignment with product formulation and manufacturing processes.
Standardize specification management processes across business units and product categories.
Collaborate with R&D and QA teams to validate technical compliance during product development and commercialization.
Specification System and Document Control
Design and manage the full specification lifecycle: creation, review, approval, issuance, training, implementation, update, archiving, and withdrawal of obsolete versions.
Establish document coding, version control, approval matrix, and review frequency.
Ensure technical documents are properly controlled, traceable, and audit-ready.
Prevent the use of outdated or unapproved specifications in production, QC, customer documentation, and audits.
Regulatory Affairs & Compliance
Ensure all products comply with local and international food regulations, legal requirements, and customer compliance standards.
Monitor and interpret changes in food laws, regulatory policies, import/export requirements, and industry standards.
Cross-functional Collaboration
Work closely with R&D, Quality, Procurement, Manufacturing, and Commercial teams to ensure compliance readiness throughout the product lifecycle.
Participate in new product development projects to ensure regulatory compliance from early development stages.
Support supplier compliance management and technical documentation review.
Continuous Improvement & Governance
Develop and improve compliance SOPs, specification systems, and document control processes.
Support digitalization and database management for specifications and compliance records.
Provide compliance training and regulatory updates to internal stakeholders.
Requirements
Bachelor's degree or above in Food Technology, Food Science, Biotechnology, Chemistry, Regulatory Affairs, or related fields.
Minimum 7-8 years of experience in Regulatory Affairs, Product Compliance, Technical Services, or Specification Management within Food Ingredients, FMCG, Food Manufacturing, or related industries.
Strong knowledge of food regulations, labeling requirements, and technical compliance standards.
Experience working with B2B customers and technical documentation management.
Strong understanding of food regulatory frameworks and product compliance processes.
Detail-oriented with excellent documentation and analytical skills.
Strong project coordination and stakeholder management capability.
Good communication and problem-solving skills.
Proficient in Microsoft Office and specification/document management systems.
Experience working with international markets and export regulatory requirements.
Familiarity with certifications such as FSSC 22000, HACCP, HALAL, ISO, BRC, or related standards.
Experience in food ingredients, flavor, seasoning, beverage, bakery, dairy, or nutrition industries is preferred.
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