Specific Tasks

Document Control

(In the absence of a Document Controller)

Prepares and maintains the Document Control Policy which shall contain the policies and guidelines on the organizations’ policies and procedures manual (which might contain, but not exclusive to):

• Policies/Procedures/Guidelines/Work Instructions/ Forms template
• Document Control number
• Revision history
• Routing process to reviewers and signatories
• Protocols on use of controlled and uncontrolled copies
• Policy on requesting for copies
• Lost documents
• Prepares and maintains the Policies and Procedures Manual document master list.
• Safekeep all original and signed copies of policies and procedures manual (original and revised)
• Ensure that all Departments have their corresponding copies of approved and updated Policies and Procedures manual
• Assists each Department with the preparation of their Policies and Procedures Manual by reviewing each policy draft to ensure that it is compliant to the provisions of the Document Control Policy, clear and concise, uses the correct template, etc.

Process Documentation

Prepares and maintains the master list of all processes (concurred by each Dept Head) that will require written documentation, including the committed target deadline for the preparation of each.

Assists each Department with the preparation of their “as-is” Policies and Procedures Manual:

• Interview of each process owners regarding their respective processes
• Preparation of the process flowchart
• Preparation of the written draft of the policies and procedures

Prepares the process flowchart, routes it for approval, and maintains the signed file copies of the process flowchart ----updating as necessary.

Assists each Department with the updating of their respective Policies and Procedures Manual to reflect the changes based on the agreed-upon improved process.

Process Improvement

Evaluate and assess the “as-is” process, to ensure that there’s sufficient control on the process while

Discuss the proposed process improvements with the Audit Department Head, before presenting to the respective Process Managers.

Prepare the improved process map, and route for signatures

Ensure that the written policies and procedures manual are updated by each Process Owners to reflect the agreed process improvements.

Process Audit

Prepares the annual process audit plan considering the risk-based approach, for review and approval of the Department Manager.

Prepares the audit procedures for the process audit, presents the same for the review of the immediate superior/Department Head.

Conduct the process audit engagement:

• Engagement planning
• Audit fieldwork (gathering of documents and data, audit testing, etc.)
• Initial report preparation
• Discussion of findings and recommendations
• Final report preparation

Monitors the committed actions and target deadlines of each Department related to the results of the Process Audit

Project Management

Prepares and maintains listing of all the projects under BPD, updating as necessary.

Prepares individual project plans for long-term engagements, using Gantt Chart format, updating as necessary.

Monitor the completion of each project and immediately update the Department Manager/Immediate Superior of any significant deviations from the plans.

Balanced Scorecards

(Within the Department)

Assists the Department Head in the following:

• Identification of KPIs per section within the Department;
• Conduct evaluation and assessment of KPI performance;
• Maintain records of the KPI performance.

Department Admin

Regularly prepare and submit planned tasks and accomplishment report to the Department Head/Immediate Superior