System Manager

Systems Department

Job Purpose

1. Application Governance & Authority Management

• **Access Control:**
• Define and manage user authorities (permissions) across all internal applications to ensure data security and proper departmental segregation.
• **Policy Creation:**
• Develop and enforce standard operating procedures (SOPs) for application usage.
• **Audit & Compliance:**
• Regularly review user logs and permission matrices to ensure alignment with the company’s Delegation of Authority (DoA).

2. Continuous Improvement (Optimization)

• **System Evolution:**
• Take ownership of existing tools such as Kissflow, the Staff Portal, and Incident Reporting applications, ensuring they evolve with changing business needs.
• **Lifecycle Management:**
• Monitor application performance and implement quality-of-life improvements based on user feedback.
• **Integration:**
• Ensure that different applications (e.g., portals and reporting tools) are integrated and share data seamlessly where required.

3. Custom Solution Development

• **Needs Analysis:**
• Engage with business units to identify gaps where new applications or automated workflows can improve efficiency.
• **Application Development:**
• Build and deploy internal applications using low-code/no-code platforms or custom scripting where needed.
• **Prototyping:**
• Develop proof-of-concept (POC) solutions for management approval prior to full-scale implementation.

4. User Advocacy & Training

• **System Awareness:**
• Educate internal stakeholders on the purpose and value of each system, not just how to use it.
• **Documentation:**
• Maintain a comprehensive library of user manuals and easy-to-follow “how-to” guides for non-technical users.
• **Change Management:**
• Lead the transition from manual processes to digital systems to ensure high adoption rates.

BPM & Workflow Tools

• Expert-level knowledge of Kissflow or similar Business Process Management (BPM) tools.

Portal Management

• Experience managing and customizing intranets or staff portals.

Logic & Scripting

• Strong understanding of business logic, conditional workflows, and basic API connectivity.

Business Analysis

• Ability to document manual business processes and translate them into technical workflows.

Soft Skills

• **Customer-Centric Mindset:**
• Treat internal staff as customers, ensuring a smooth and user-friendly digital experience.
• **Communication:**
• Ability to explain technical concepts (e.g., permissions, systems) in a clear and simple way for non-technical stakeholders such as HR or Finance teams.
• **Strategic Thinking:**
• Ability to look beyond immediate fixes and identify long-term system improvements.

Key Performance Indicators (KPIs)

• **User Adoption:**
• Percentage of employees actively using the Staff Portal and automated workflows.
• **Process Efficiency:**
• Reduction in time required for manual processes after digitization (e.g., faster incident reporting).
• **Authority Accuracy:**
• Zero unauthorized access incidents due to improper permission management.