HSE Assistant

HSE Assistant

Main Purpose of Job:

The HSE Assistant will provide administrative and operational support to the Health, Safety, and Environment (HSE) team. This role is responsible for assisting with documentation control, compliance tracking, data management, and coordinating activities to support the department's objectives.

The HSE Assistant will work closely with supervisors and managers to ensure accurate reporting, effective communication, and smooth execution of HSE related tasks. By maintaining efficient records, supporting incident reporting, facilitates compliance tracking, and ensuring follow-ups on corrective actions, the incumbent will play a vital role in helping the organization uphold its safety, environmental, and security standards.

Key Duties and Responsibilities:

Document Control & Record Management

• Maintain an organized document control system for HSE policies, procedures, permits, safety manuals, and regulatory documents.
• Ensure version control, secure storage, and timely updates of HSE documents.
• Track and maintain HSE records, compliance reports, training logs, and safety audits in accordance with company and regulatory requirements.
• Assist in internal and external audits by ensuring all required documentation is up to date and accessible.

Procedure Management & Compliance Support

• Manage and update HSE Standard Operating Procedures (SOPs) to ensure compliance with industry regulations.
• Coordinate the review, approval, and distribution of HSE procedures across relevant departments.
• Ensure that all employees have access to the most current HSE procedures, guidelines, and compliance requirements.

SAP Transactions & Data Management

• Process SAP transactions related to HSE activities, including purchase requisitions, purchase orders, and expense tracking.
• Generate and maintain SAP reports related to safety performance, incident tracking, and compliance metrics.
• Assist in tracking HSE-related procurement, inventory, and financial records through SAP.

Maintenance of HSE Performance Management Platform

• Manage and update the HSE Performance Management Platform to ensure real-time tracking of safety metrics, incidents, and corrective actions.
• Generate HSE performance reports and dashboards to support data-driven decision-making.
• Ensure data accuracy and integrity within the system, conducting regular checks and updates.
• Provide support to end-users by troubleshooting platform issues and coordinating with IT or software vendors for improvements.

Administrative Support for HSE Programs

• Schedule and coordinate HSE meetings, safety drills, and training sessions.
• Prepare and distribute meeting agendas, minutes, and follow-up action items.
• Assist in the coordination of safety audits, risk assessments, and workplace inspections.
• Develop and distribute HSE bulletins, newsletters, and awareness materials.

Training & Compliance Tracking

• Maintain an HSE training matrix to track employee certifications, training requirements, and compliance deadlines.
• Schedule and coordinate HSE training sessions and refresher courses, ensuring proper attendance documentation.
• Support onboarding processes by providing HSE orientation materials for new employees.

Office & Inventory Management

• Maintain inventory of HSE supplies, safety equipment, and PPE, ensuring availability and proper stock levels.
• Process purchase requests for HSE-related materials, training resources, and compliance documentation through SAP.
• Provide general office support, including handling correspondence, filing reports, and coordinating logistics for HSE activities.

Required Qualifications & Experience

• Associate or bachelor’s degree in business administration, Occupational Health & Safety, Environmental Science, or a related field (preferred).
• Occupational Health & Safety Certification (e.g., NEBOSH, OSHA 30).
• ISO 45001 or ISO 14001 Internal Auditor Training will be considered as an asset.
• 2+ years of administrative experience, preferably in HSE, compliance, or SAP-related roles.
• Experience in document control, records management, and SAP transactions is a strong advantage.
• Or any equivalent combination of qualifications and experience

Required Knowledge/ Skills/ Abilities:

• Strong knowledge of document control systems, records management, and version control processes.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and SAP software.
• Experience with HSE performance tracking platforms and reporting tools.
• Familiarity with HSE regulations, OSHA, ISO 45001, and environmental compliance standards.
• Ability to manage and analyze HSE data, reports, and performance metrics.
• Excellent organizational skills with high attention to detail and accuracy.
• Strong written and verbal communication skills for report preparation and correspondence.
• Ability to handle confidential information with professionalism and discretion.
• Proactive problem-solving skills and ability to multi-task in a fast-paced environment.