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Job Title:   Compliance Officer – Systems   

Organisation: The AIDS Support Organization (TASO Uganda)

Duty Station: Kampala, Uganda

Reports to: Finance Manager

 

About US:

The AIDS Support Organization (TASO Uganda), is an organisation contributing to a process of preventing HIV infection, restoring hope and improving the quality of life of persons, families and communities affected by HIV infection and disease.

 

Job Summary: The Compliance Officer — Systems will oversee the organization’s Enterprise Resource Planning (ERP) system including but not limited to, implementing, configuring, maintaining, optimize utilization of the ERP software to streamline TASO and Sub recipients processes to improve efficiency, and data accuracy. Collaborate with various departments to understand their requirements, provide user training and support users, and continuously evaluate the system through the identification of areas for improvement. Ensure maximum utilization of the data generated by the system for performance improvement at both SR/PR

 

Key Duties and Responsibilities

Implementation and Configuration

• Lead the implementation of the ERP system, including software installation, configuration, and customization to meet the organization’s needs.
• Work closely with key user departments to gather needs and design solutions that align with organizational objectives.
• Provide guidance on techniques that can be used to gather information in the right scope that represents all of the stakeholder’s needs
• Evaluate system needs according to organizational needs and best organizational requirements.
• Determine operational objectives by studying organizational functions; gathering information, and evaluating output requirements and formats.
• Provide technical and functional guidance to meet system needs
• Work with the IT infrastructure team to address any additional requirements like networking, hardware etc

Systems Development and Documentation

• Enhance and develop Microsoft Dynamics Organizational Central modules within organization.
• Monitor Software project progress by tracking activity, resolve problems, publish progress reports and recommend actions.
• Works with the project teams to ensure that every project is delivered to plan and on budget
• Facilitate documentation of systems using different approaches such as use cases, activity diagrams, sequence diagrams and state charts, data dictionaries, class or entity relationship diagrams.
• Maintain system protocols by documenting and updating procedures.
• Maintain user confidence and protect operations by keeping information confidential.
• Prepare technical reports by collecting, analyzing and summarizing information and trends.
• Document System Designs to ease in developing and future Referencing.

System Maintenance and Support

• Provide ongoing support and troubleshooting for the ERP system, addressing user issues, system errors, and performance issues promptly.
• Perform regular system maintenance tasks, such as software updates, patches, and data backups to ensure system stability and security.
• Collaborate with IT team members to resolve technical issues and optimize system performance.
• Design new software by analyzing requirements, constructing workflow charts and diagrams, studying system capabilities and writing specifications.
• Utilizing various modelling techniques such as process modelling, data modelling, system modelling.
• Improve systems by studying current practices and designing modifications.

User Training and Documentation

• Develop training materials and conduct user training sessions to educate employees on how to effectively use the ERP system.
• Create and maintain documentation, including user guides, process manuals and system configurations, to support users and facilitate knowledge transfer
• Work directly with users to increase customer satisfaction and identify primary concerns.
• Conduct Systems training needs assessment by  collecting information  pertaining to  work procedures, work flow, and reports; understanding job-specific functions and tasks
• Plan, prepare and research on different training areas for the users.
• Organize and promote awareness and updates about the systems.
• Develop and deliver programs of learning activities
• Prepare learning materials for the users

Data Management and Integration

• Collaborate with IT and organizational teams to integrate the ERP system with other enterprise applications and systems as needed.
• Work alongside other teams within the organization to establish organizational needs.

Data Analysis and Reporting

• Work with cross-functional teams to identify and understand organizational challenges.
• Identify the underlying data sets that would be investigated to address the challenges.
• Generate insightful data visualizations to provide actionable strategic insights.
• Present such findings to the organizational teams and with recommended solutions.
• Analyze data using statistical techniques and provide user and management reports.
• Identify, analyze, and interpreting trends or patterns in complex data sets.
• Develop modifications of customized reports and enhancements with existing tools like Sysmics and Business Central

Stakeholders’ analysis

• Provide support to all systems users and manage all requests for systems and assist to resolve all issues from various users.
• Conduct usability tests and ensure that the user interface meets user requirements.
• Analyze technical and functional specifications provided by organizational users.
• Identify the stakeholders who will be impacted by change and how to involve them throughout the change process.
• Analyze organizational scenarios that  may potentially improve by taking advantage of the application capabilities to automate and streamline operations.
• Collaborate with functional owners, analysts, and  other  personnel to  develop/Change  the systems to meet the organizational needs
• Locate and define new processes to improve opportunities.
• Conduct usability tests and ensure that the user interface meets user requirements.
• Work closely with users to identify organizational needs, the costs and benefits of implementing computing solutions.

Continuous Improvement and Technology updates

• Monitor system  usage  and   performance  metrics  to   identify  opportunities  for  process improvement and optimization.
• Work with  cross-functional teams  to  implement system enhancements,  new  features, and workflow automation to maximize the benefits of the ERP system.
• Stay updated on industry trends, best practices, and  emerging technologies related to ERP systems to propose innovative solutions and improvements.
• Prepare technical reports by collecting, analyzing and summarizing information and trends.
• Assist in the implementation of controls by identifying problems and documenting improved procedures.
• Ensure systems are in conformity with the current technology and platforms.

 

Key Outputs

• Routine generation of data and circulation to the user
• ERP Successfully configured and implemented in TASO.
• Regular maintenance tasks, including updates, patches, and backups, to ensure system stability and security.
• User training sessions and support services to help employees effectively utilize the ERP systems carried out.
• Systems successfully integrated within TASO
• Continuous Improvement through monitoring system performance and maximizing the benefits of the ERP system prioritized.
• Updated User guides and system configurations and documented to facilitate knowledge transfer within the organization.
• System utilized Effectively and efficiently by both PR and SR.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in Computer Science, Information Systems, Business Computing or a related field
• Training in finance, Accounts and certification in ERP systems (e.g., SAP Certified Associate Oracle Certified Professional) will be an added advantage.
• In-depth understanding of business / organisational financial processes is required
• Exposure to Artificial intelligence and data analytics is an added advantage
• Certification training in Microsoft dynamics will be an added advantage
• Training in Microsoft Dynamics related Certification(s)
• Training in Finance and Accounting
• Project management training and familiarity with agile methodologies.
• Training in ERP systems
• Five years of proven work experience in implementing and supporting ERP systems, such as Microsoft Dynamics SAP, Oracle, or similar platforms
• At least  three years of experience  in  ERP  implementation,  training,  data  engineering,  business intelligence, data science, or a related field.
• Knowledge of Excel,  Jet  Reports  and  Microsoft Dynamics  applications such  as  Microsoft Dynamics Business Central, etc.
• Knowledge in Systems design & development, application management and business processes.

 

Key Skills

• Strong technical skills in system configuration, customization, and troubleshooting.
• Excellent analytical and problem-solving abilities with a keen attention to detail.
• Effective communication skills with the ability to interact with stakeholders at all levels of the organization.
• Strong analytical skills
• Training skills
• Report Writing Skills
• Team building skills
• In-depth knowledge of the specific ERP system(s) used within the organization. This includes understanding the system’s modules, functionalities, configurations, and customization capabilities.
• A strong understanding of organizational processes across various departments (e.g., finance, human resources, supply chain, etc.) and how they are integrated within the ERP system.
• Proficiency in data analysis, data migration, data cleaning, and data governance within the context of ERP systems.
• Ability to configure and customize the ERP system to align with organizational requirements. This may involve modifying workflows, forms, reports, and other system components.
• Experience in providing training and support to end-users to ensure effective utilization of the ERP system.
• Familiarity with integrating the ERP  system with other  systems and  applications within the organization’s IT landscape.
• Knowledge in user systems requirements management
• Experience and expertise in developing applications using the Application Language (AL)
• Other Qualities/ Attributes: Confidentiality, Objectivity, Assertiveness & Confidence, Self-driven

 

How to Apply:

All suitably qualified candidates who meet all the above requirements are invited to submit their resume, copies of certified academic certificates, testimonials, and three referees, two of whom should be the present employer immediate supervisor or last employer if unemployed, or any other if it is the first employment being applied for. None of the referees should be a relative, friend, or business associate. All referees’ designations should be stated and contact details included i.e. physical address, telephone/ mobile numbers, and email contacts.

 

All interested Candidates MUST fully fill out the TASO Online Job Application Form, scan and save all the relevant documents as one document (labelled with the candidate’s full names), and forward only online applications with the relevant credentials to the link below.

 

Click Here

 

Note:

• Also, note that only applications received online shall be considered.
• While TASO appreciates all interested applicants, only shortlisted candidates will be contacted for interviews. In case you do not hear from TASO Uganda One (01) month after the closing date, please consider yourself unsuccessful.
• Please note that any form of canvassing will lead to automatic disqualification.

 

Deadline: 16th May 2024

 

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