Business System & Process Lead

We're scaling into high-volume international business where accuracy, traceability, and timing matter. We have the strategy and direction; we need the operator who will turn our operational logic into a dependable, auditable, repeatable system.

As our Systems & Process Manager, you will sit at the center of execution—owning the workflows, processes and systems that keep everything running. You'll make work visible, measurable, and reliable across tender processing, procurement, logistics, and licensing/compliance.

This is a hands-on role for someone who enjoys mastering complex systems, tightening feedback loops, and raising operational quality without slowing the business down.

Why This Role Exists

Our operations are becoming too complex for informal coordination. To scale safely and profitably, we need:

• One source of truth for operational data and status
• Standardized SOPs with clear ownership and enforcement
• Controls and verification that prevent costly errors before submission or shipment
• Smooth cross-team handoffs that don't break under volume

You'll design and run that operating system.

What You'll Own (Core Responsibilities)

1) Systems Ownership & Data Integrity (Single Source of Truth)

• Own day-to-day operation of our core tools and internal data framework (CRM/ERP equivalents, trackers, document systems, workflow boards).
• Manage the company process database, systems and infrastructure
• Define and enforce data standards (field definitions, labels, required inputs, naming conventions, document control).
• Develop process maps, identify new processes, and systems to help increase productivity and effeciency
• Create reliable reporting across the company, into dashboards, that record and measure KPIs and other key business data

2) SOPs, Workflows & Controls (How Work Gets Done)

• Build, maintain, and enforce SOPs for critical workflows (e.g., tender intake → qualification → documentation → submission; procurement → supplier coordination → logistics → delivery).
• Convert company knowledge into documented, trainable processes with checklists, acceptance criteria, and escalation paths.
• Establish lightweight controls: required approvals, pre-flight checks, versioning, and audit trails.

3) Execution Rhythm & Bottleneck Removal

• Run the operational cadence: daily/weekly workflow review, blockers list, SLA tracking, and handoff governance.
• Identify bottlenecks and failure patterns; redesign steps to reduce cycle time and rework.
• Implement sequential workflows that account for technical requirements, regulatory constraints, and supply chain realities.

4) Compliance, Verification & Risk Management

• Maintain a clear map of relevant technical/regulatory requirements and where they are validated in the workflow.
• Own "pre-submission / pre-release" verification: ensure bids, certifications, and documentation are complete, consistent, and compliant.
• Establish an auditable evidence trail (what was checked, by whom, when, and against which standard).
• Own the management of our ISO9001 and other quality management systems.

5) Cross-Functional Coordination & Clarity of Ownership

• Define roles and responsibilities (RACI) and ensure handoffs are explicit, documented, and followed.
• Coordinate end-to-end project flow across procurement, logistics, licensing, and commercial teams.
• Serve as the point person for operational ambiguity—clarifying next steps and driving closure.

6) Continuous Improvement & Automation

• Identify high-leverage automations (templates, form-driven intake, validations, alerts, routing rules, integrations).
• Reduce manual work while improving accuracy and turnaround time.
• Make improvements measurable: baseline → implement → verify impact.

Who You Are

• Systems-Minded: You need to understand the underlying logic of how a process works to manage it effectively.
• Objectively Rigorous: You make decisions based on detached analysis and credible data, not on social intuition or gut feelings.
• Direct Communicator: You provide clear, unambiguous direction focused on the work and the required result.
• Accuracy-Focused: You have great attention to detail as it pertains to systems design and operation