JOB PURPOSE 

The Process Design and Mapping Officer is responsible for analyzing, designing, and mapping business processes within the organization. This role focuses on documenting, optimizing, and improving business workflows to enhance operational efficiency, reduce redundancies, and ensure alignment with strategic objectives. The officer will work closely with stakeholders to identify process inefficiencies, gather requirements, and implement best practices for process design and mapping.

KEY RESPONSIBILITIES

Process Analysis and Mapping - 50%

• Analyze current business processes and workflows to identify inefficiencies, bottlenecks, and areas for improvement.
• Design and create detailed process maps using industry-standard methodologies (e.g., BPMN, flowcharts, SIPOC).
• Document business processes and ensure the maps are accurate, clear, and easy to understand.
• Collaborate with department heads and stakeholders to gather requirements and define process goals and objectives. 

Process Improvement 

• Propose and implement process improvements to optimize workflows, reduce waste, and streamline operations.
• Identify and recommend best practices for process automation, digitization, and system integration.
• Support the implementation of process changes and monitor their effectiveness in achieving operational goals.

Collaboration with Stakeholders -10%

• Work closely with cross-functional teams, including IT, operations, HR, and finance, to ensure alignment of process design with business objectives.
• Facilitate workshops, meetings, and discussions to collect feedback from stakeholders regarding process inefficiencies and areas for improvement.
• Provide support and guidance to other team members and stakeholders in understanding and implementing process maps.

Training and Support 

• Assist in creating training materials and conducting training sessions for staff on new or modified business processes.
• Support staff in understanding and adopting new processes and workflows to ensure smooth transitions.
• Offer continuous support for process design and mapping questions or issues.

Quality Assurance and Compliance - 20%

• Ensure that process designs and maps align with organizational standards, quality requirements, and regulatory compliance.
• Monitor the compliance of processes with internal policies and industry regulations, suggesting improvements where necessary.

Documentation and Reporting 

• Maintain a library of all process maps, workflows, and related documentation for easy access and reference.
• Prepare and present reports on process performance, highlighting areas for improvement and tracking the success of implemented changes.
• Ensure proper version control of process documentation.

Continuous Improvement - 20

• Participate in continuous improvement initiatives to enhance business process efficiency and effectiveness.
• Stay up-to-date with industry trends, tools, and methodologies to implement the best practices in process design and mapping.

Technology and Tools Utilization 

• Use business process management (BPM) software and tools (e.g., Visio, Lucidchart, Bizagi, etc.) to create process maps and visualizations.
• Leverage process management tools to track process performance and make data-driven improvements.

KEY RELATIONSHIPS

Direct Reports to this Position:

• None 

Customers of this Position:

• All staff, Heads of Departments

KEY QUALIFICATIONS AND COMPETENCIES 

Knowledge: 

• Bachelor’s degree in Business Administration, Engineering, Operations Management, or a related field. Additional certifications in Business Process Management (BPM) or Process Design are a plus.
• Lean Six Sigma Green Belt or Black Belt.
• Business Process Management (BPM) certification.
• Knowledge of tools like Microsoft Visio, Lucidchart, Bizagi, or similar.

Skills:

• Proficiency in process mapping and design techniques (e.g., BPMN, flowcharting).
• Strong analytical and problem-solving abilities.
• Ability to communicate process-related concepts clearly and effectively to stakeholders.
• Familiarity with process automation tools and digital transformation initiatives.
• Attention to detail and the ability to create precise documentation.

Experience Required for this Role:

• 3-5 years of experience in process design, process mapping, or business process management.
• Experience in creating process maps, flowcharts, and designing workflows is essential.
• Experience in industries such as manufacturing, finance, or technology is preferred.

Competences Required for this Role:

• Analytical Thinking: Ability to analyze complex processes, identify inefficiencies, and provide actionable solutions.
• Communication Skills: Clear and effective communication with both technical and non-technical stakeholders.
• Collaboration: Ability to work effectively with cross-functional teams to drive process improvement.
• Project Management: Ability to manage multiple projects, meet deadlines, and prioritize tasks.
• Adaptability: Willingness to learn and adapt to new tools, technologies, and methodologies for process improvement.