BUSINESS OPERATIONS & SYSTEMS OFFICER
Position Summary
The Business Operations & Systems Officer is responsible for developing, implementing, and monitoring company policies, procedures, internal controls, and operational systems to ensure efficiency, accountability, and compliance with management directives. The position conducts process reviews and internal audits, assists in financial and administrative functions, supports procurement and requisition activities, and serves as a resource person for process improvement initiatives across all departments.
The position may also act as a reliever or provide operational support for critical administrative, procurement, accounting, and other support functions during employee absences or as directed by Management.
Duties and Responsibilities
A. Policy Development and Systems Management
- Develop, review, update, and maintain company-wide policies, procedures, manuals, guidelines, and forms.
- Draft and recommend policies covering Finance, Accounting, Human Resources, Procurement, Administration, Operations, and other business functions.
- Ensure policies are aligned with Management objectives, operational requirements, and applicable laws and regulations.
- Monitor implementation and compliance with approved policies and procedures.
- Maintain a centralized repository of company policies, manuals, and process documentation.
B. Business Process Improvement
- Review existing business processes and workflows to identify inefficiencies, gaps, and control weaknesses.
- Recommend and implement process improvements to enhance operational efficiency and accountability.
- Develop standardized forms, templates, approval workflows, and documentation procedures.
- Coordinate with department heads regarding process enhancements and operational improvements.
- Assist in automation and system improvement initiatives as may be required.
C. Internal Control and Operational Review
- Conduct periodic reviews and audits of operational, administrative, procurement, and financial processes.
- Assess compliance with company policies, internal controls, and approved procedures.
- Identify operational risks and control deficiencies and recommend corrective measures.
- Prepare reports on findings, observations, and recommendations for Management.
- Monitor implementation of corrective actions and process improvements.
D. Finance and Accounts Payable Support
- Review payment requests, liquidation reports, purchase requests, and supporting documents for completeness and compliance.
- Verify adherence to company disbursement and approval policies.
- Assist in monitoring accounts payable schedules and vendor obligations.
- Coordinate with Accounting and Treasury regarding documentation requirements and payment processing concerns.
- Perform financial and operational reviews as assigned by Management.
E. Procurement and Administrative Support
- Review and monitor requisitions, procurement transactions, and purchasing activities.
- Assist in supplier accreditation, evaluation, and vendor performance monitoring.
- Ensure compliance with procurement policies and approval authorities.
- Maintain and organize procurement and administrative records.
- Provide administrative support and operational coordination as required.
F. Reliever and Cross-Functional Support
- Act as reliever for Procurement, Administration, Accounting, or other support functions during employee absences, vacancies, or special assignments.
- Assist departments in maintaining continuity of operations during manpower shortages or transitional periods.
- Provide operational support for projects, company initiatives, and management directives.
- Undertake special assignments and responsibilities as may be assigned by Management from time to time.
G. Reporting and Documentation
- Prepare periodic reports on policy implementation, process reviews, operational findings, and improvement initiatives.
- Maintain complete and organized records of audits, reviews, policies, procedures, and corrective actions.
- Submit timely reports and recommendations to Management.
- Ensure proper documentation and retention of records within assigned functions.
Qualifications
- Bachelor's Degree in Accountancy, Management Accounting, Business Administration, Industrial Engineering, Human Resource Management, Operations Management, or any related field.
- At least three (3) years of relevant experience in operations, administration, accounting, audit, process improvement, procurement, or related functions.
- Preferably female
- Strong knowledge of business processes, internal controls, policy development, and administrative systems.
- Excellent analytical, organizational, documentation, and problem-solving skills.
- Proficient in Microsoft Office applications and business management systems.
- Able to work independently and coordinate effectively with various departments.
- Demonstrates integrity, professionalism, confidentiality, and sound judgment.
