Senior Specialist – Systems & Procedures

Job Purpose

The Senior Specialist – Systems & Procedures is responsible for leading the development, review, enhancement, and governance of organizational systems, business processes, policies, procedures, and operational frameworks across the Department of Municipality & Transportation. The role ensures that business processes are efficient, standardized, compliant, customer-centric, and aligned with strategic objectives, regulatory requirements, and best practices.

• Develop, review, update, and maintain organizational policies, procedures, manuals, frameworks, and standard operating procedures (SOPs).
• Establish and implement systems and procedural governance standards across the department.
• Ensure all policies and procedures remain aligned with organizational objectives, regulatory requirements, and best practices.
• Monitor compliance with approved systems and procedures.

• Analyze existing business processes and identify opportunities for optimization.
• Lead process mapping, workflow analysis, and business process re‑engineering initiatives.
• Develop recommendations to improve efficiency, service delivery, and operational effectiveness.
• Eliminate redundant processes and streamline workflows.
• Facilitate continuous improvement and operational excellence initiatives.

• Support the implementation of organizational excellence frameworks and quality management systems.
• Ensure processes support transparency, accountability, and effective governance.
• Participate in organizational assessments, audits, and excellence program evaluations.
• Develop governance mechanisms to monitor procedural compliance.

• Collaborate with IT and business stakeholders to automate and digitize business processes.
• Support the implementation of enterprise systems, workflow automation platforms, and process management tools.
• Ensure procedural requirements are incorporated into digital solutions.
• Evaluate system effectiveness and recommend enhancements.

• Conduct reviews of existing policies, regulations, and procedural documentation.
• Prepare new policies, guidelines, frameworks, and procedural manuals.
• Ensure clear documentation of process ownership, responsibilities, controls, and performance measures.
• Benchmark organizational procedures against leading practices and government standards.

• Develop and monitor process performance indicators.
• Prepare management reports on process efficiency, compliance, and improvement initiatives.
• Analyze business performance data and identify improvement opportunities.
• Present findings and recommendations to management.

• Work closely with business units to identify operational issues and process improvement opportunities.
• Facilitate workshops and meetings related to process design and optimization.
• Support change management and stakeholder adoption of new procedures.
• Provide guidance and advisory services on systems and procedural matters.

• Identify procedural risks and control weaknesses.
• Recommend mitigation measures to strengthen internal controls.
• Ensure compliance with government regulations, organizational policies, and audit requirements.
• Support internal and external audits through process reviews and documentation.

• Bachelor's Degree in Business Administration, Industrial Engineering, Public Administration, Quality Management, Management Information Systems, or a related field.
• Master's Degree in Business Administration (MBA), Quality Management, or Organizational Development is preferred.