Process Administrator - Johannesburg at Absa Group Limited (Absa)

Job Description

Training Admin & Facilitation 

• Provide training and evaluate and manage training sessions.
• Coordinate and facilitate analysis, assessment and design workshops and initiatives to identify improvement opportunities.
• Provide / coordinate training and knowledge transfer for the deployment of new processes / process changes to the respective stakeholders / teams.
• Facilitate training and support required for maintaining processes and methodologies.
• Facilitate and Train cross functional staff in approved methodologies, best practices and problem-solving skills.
• Booking of training venues and catering.
• Keeping track of attendance of all attendees for training sessions and providing feedback to the team.
• Keeping track of feedback surveys, printing of training material etc.
• Facilitate and integrate process designs, improvements and maintenance amongst role-players and effectively network with all stakeholders.
• Facilitate project meetings and workshops, engaging stakeholders, subject matter experts and attendees at all levels.

Process Optimisation and Design

• Compilation and implementation of standardised business process improvement and re-engineering methodologies.
• Undertake business process improvement initiatives aimed at improving efficiencies and effectiveness of operations.
• Provide input into to the documentation, formalisation and validation of the to-be concept and design proposals.
• Effectively network, liaise, advice and communicate with all stakeholders.
• Conduct pro-active detection of process bottle-necks and high level operational value chain.
• Promote the generic functionality and end-to-end value chain ownership, breaking barriers to silo thinking and behaviors, within Business Units.
• Define process performance criteria and requirements in terms of time, cost, resources (people, systems, financials) etc.
• Proactively participate in business efficiency improvement forums and to play an active role in the change initiatives process, by assessing and recommending the feasibility of change request received.
• Interact and network with own management team and other BU process engineers (custodians) in order to ensure alignment and integration of operations.
• Maintain interaction with business analysts, change agents as well as project managers to create synergies before / during / after process re-engineering and implementation.
• Support identification of the scope (core and sub–processes) and life cycle of business processes within area of responsibility taking into account the Absa standards.
• Provide input into to the documentation, formalisation and validation of the to-be concept and design proposals.
• Apply various applicable Industrial / Systems Engineering principles in process constraints and opportunity identifications, as well as Solutioning.
• Build working relationships with project team and stakeholders and secure their support to achieve project goals.

Knowledge Repository Management (including Process Library, iServer Access and SharePoint) (35%)

• Create and maintain a centralised process and knowledge management repository and provide access as required to stakeholders in the organization.
• Review process models produced by the business and projects.
• Ensure that modelling standards are being observed and that the models are of a standard that can be moved into the central repository when complete.
• Make recommendations for improvements or changes to the process modeling standards of the organisation.
• Maintain and administer the central process repository.
• Ensuring completeness and currency of IT process repository.

Quality Assurance

• To ensure process quality assurance alignment is maintained across the FM Strategy, Standards & Methodology.
• To ensure that final publishing of iServer content adheres to the FM Standards and Policies when checking in models.
• Undertake process improvement initiatives aimed at improving efficiency and effectiveness of operations (e.g., initiatives for process cycle time optimization, improved documentation and data collection, enhanced customer satisfaction).
• Analyse project successes and root causes of failures to streamline processes in all phases of project management.
• Work towards continuous process improvement and the enhancement of quality and consistency of IT processes and methods across the organisation.
• Ensure that processes and procedures as well as system designs are integrated into a single business solution.

Produce Reports & Monitoring Compliance (Reports/Stats)

• Compile & produce relevant reports such as business maturity, capability maturity, as-is processes versus to-be processes etc.
• To enable Business to make informed decisions regarding their processes based on relevant statistics and reporting.
• For new process / process change initiatives, conduct feasibility and readiness assessments with regard to capabilities and resources, and define corresponding action plans to support the initiatives.
• Ensure that all reports produced comply with the FM Strategy and Policy requirements.

Industry Research (Repository Management, Tools & Techniques) 

• Review industry standard frameworks for processes and adapt relevant processes for the organization.
• Design and develop / update the processes based on organization requirements and industry standard processes.

Process Performance Monitoring (BA) (25%)

• Perform business impact analysis in liaison with line managers on any change that is imposed on the current operational environment.
• Measure and baseline all current main value chains' performance and comparison of the to–be process performance.
• Apply basic and methodologies to identify efficiency enhancement opportunities.
• Liaison with line managers on changes that is imposed on current operational environment.
• Identify process improvement opportunities in the business regarding Quality, Cost & Delivery.
• Responsible for the on-time collection and analysis of all metrics related to projects and the production of agreed format reports for the monthly business reviews.
• Monitor process performance based on defined parameters / conduct process performance diagnostics to identify improvement opportunities.
• Coordinate with respective stakeholders / teams to plan deployment of new processes / process changes.
• Oversee integration and adoption of new processes / process changes.
• Define process performance criteria and requirements in terms of time, cost, resources (people, systems, and financials).
• Benchmark processes to identify shortfalls and improvement areas in process definition /deployment.
• Consult and strategise with Business Units to achieve Goals and Targets.
• Share best practices both within Projects and between team members across the business.

Maintain Methods & Standards 

• Define the standards and methodologies for process modelling.
• Compile and implement (as applicable) standard process improvement and re-engineering methodologies.

Process Modelling

• Identify, evaluate, select and implement tools for process modelling, analysis and improvement.
• Modelling on respective tools (i.e., iServer) as per the ABSA standard.
• Ensuring that standards are followed in process modelling.

Essential

• 3-5 years in process administration experience
• Repository Management
• Understanding of data management

Preferred:

• Ideally 1-2 financial services
• Basic understanding or process management

Education

• Bachelor`s Degrees and Advanced Diplomas: Physical, Mathematical, Computer and Life Sciences (Required)