Specialist – Systems & Procedures
MediaSource FZC
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Job summary
MediaSource FZC is seeking a Specialist – Systems & Procedures to develop and maintain organizational policies, procedures, and workflows. The role supports governance, quality management, and organizational excellence across departments.
Responsibilities include policy development, process analysis, and digital transformation support, with a focus on standardizing documentation and driving continuous improvement initiatives.
Qualifications
- Bachelor's Degree in Business Administration, Public Administration, Industrial Engineering, Quality Management, Management Information Systems, or a related field.
- Lean Six Sigma Green Belt, BPM Certification, ISO 9001 training, PM certification or related development courses.
- 4–6 years of experience in systems and procedures, process improvement, governance, quality management, or organizational development.
Responsibilities
- Develop, review, and update policies, procedures, guidelines, workflows, and SOPs.
- Ensure procedural documentation is accurate and aligned with requirements.
- Maintain centralized records of approved systems and procedures.
- Support the implementation of governance frameworks and digital transformation initiatives.
- Analyze processes to identify inefficiencies and improvements.
- Assist in process mapping, workflow design, and process re-engineering.
- Monitor implementation of approved improvements and report results.
Skills
Education
Tools
Job description
The Specialist – Systems & Procedures is responsible for supporting the development, implementation, review, and continuous improvement of organizational systems, policies, procedures, and business processes across the Department of Municipality & Transportation. The role contributes to enhancing operational efficiency, standardizing workflows, strengthening governance, and ensuring compliance with applicable regulations, policies, and organizational standards.
Develop, review, and update policies, procedures, guidelines, workflows, and standard operating procedures (SOPs).
Ensure procedural documentation is accurate, current, and aligned with organizational requirements.
Maintain centralized records of approved systems, procedures, and process documentation.
Support the implementation of systems and procedural governance frameworks.
Analyze business processes and workflows to identify inefficiencies and improvement opportunities.
Assist in process mapping, workflow design, and process re-engineering activities.
Recommend practical improvements to increase operational efficiency and effectiveness.
Monitor implementation of approved process improvement initiatives.
Support organizational excellence and quality management initiatives.
Assist in conducting assessments and reviews of business processes.
Contribute to the implementation of continuous improvement programs.
Support departmental efforts to achieve performance and excellence objectives.
Draft and revise organizational policies, procedures, manuals, and work instructions.
Ensure consistency and standardization across organizational documentation.
Coordinate reviews and approvals with relevant stakeholders.
Support the communication and rollout of new or revised procedures.
Monitor compliance with approved procedures and operational standards.
Support internal reviews and audits related to policies, procedures, and governance.
Identify procedural gaps, risks, and control weaknesses.
Assist in implementing corrective and preventive actions.
Collaborate with business and technology teams on process automation initiatives.
Assist in documenting system requirements and workflow processes.
Support implementation of digital solutions and process automation projects.
Participate in user acceptance testing (UAT) and process validation activities when required.
Collect and analyze process performance data.
Prepare reports related to process reviews, compliance levels, and improvement initiatives.
Monitor key process performance indicators and provide recommendations for improvement.
Maintain records of process improvement activities and outcomes.
Coordinate with departments to gather process information and procedural requirements.
Facilitate meetings and workshops related to process improvement initiatives.
Provide guidance to employees on policies, procedures, and workflow documentation.
Support awareness and training activities related to new systems and procedures.
Bachelor's Degree in Business Administration, Public Administration, Industrial Engineering, Quality Management, Management Information Systems, or a related field.
Lean Six Sigma Green Belt.
Business Process Management (BPM) Certification.
ISO 9001 Quality Management training.
Project Management certification or related professional development courses.
4-6 years of relevant experience in systems and procedures, process improvement, business analysis, organizational development, governance, quality management, or operational excellence.
Experience within government, municipality, infrastructure, transportation, or public sector organizations is preferred.
Experience in policy and procedure development and process documentation.
Knowledge of process improvement methodologies and workflow analysis.
Business Process Analysis
Process Mapping & Workflow Documentation
Policy & Procedure Development
Organizational Excellence
Governance & Compliance
Quality Management Systems
Process Improvement Methodologies
Digital Transformation Support
Risk Assessment & Internal Controls
Data Analysis & Reporting
Document Management
Performance Measurement
Continuous Improvement
Percentage of policies and procedures reviewed and updated within established timelines.
Number of business processes documented and maintained.
Accuracy and quality of process documentation.
Number of process improvement initiatives completed.
Percentage reduction in process cycle times.
Improvement in operational efficiency resulting from implemented recommendations.
Compliance rate with approved procedures and policies.
Number of audit findings related to process or procedural deficiencies.
Percentage of corrective actions completed within agreed timelines.
Number of processes supported for automation or digitization.
Timeliness of documentation and process requirements for digital initiatives.
Improvement in workflow efficiency through technology-enabled solutions.
Stakeholder satisfaction with support provided.
Timely response to procedural and process-related requests.
Number of awareness sessions, workshops, or training activities supported.
Contribution to organizational excellence initiatives.
Process maturity improvement scores.
Reduction in process-related errors and inefficiencies.
Ensuring processes remain standardized across multiple departments and functions.
Balancing business requirements with governance and compliance obligations.
Managing frequent updates to policies, regulations, and organizational priorities.
Obtaining stakeholder alignment on process improvement initiatives.
Addressing resistance to procedural and operational changes.
Maintaining accuracy and consistency of process documentation.
Supporting digital transformation while ensuring business continuity.
Identifying operational inefficiencies within complex organizational structures.
Meeting tight timelines for policy reviews and process improvement projects.
Ensuring process improvements deliver measurable performance outcomes.
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