Business Systems Administrator

Job Purpose

JOB DESCRIPTION

The Business Systems Administrator for Group Enterprise Risk & Resilience will play an integral role in the maintenance and analysis of all critical Risk Management and Operational Resilience insights held in our core systems. They will support in the administration of the software applications used for managing risk and resilience activities, and will provide executive support including full administrative and secretarial support to the assigned department and members of the team.

They will be expected to maintain, manage and analyse the risk register, business continuity, incident management, data. They will identify trends and value-adding insights that the wider team can utilise when engaging with the Business Units, Regions, Corporate Functions, etc.

The Business Systems Administrator will play a crucial role in supporting the wider team embed DP World’s Risk & Resilience frameworks across the Group, by ensuring core systems are kept up to date with accurate data, which can in turn be utilised for intelligence to be shared with key stakeholders.

The candidate will also support the SVP in the administration of the ERR Department, including travel bookings, maintaining records and office administration.

The candidate must have a strong analytical skillset, supported by a core understanding of basic ERM, BCM, Crisis Management, etc. principles, and an appetite to further expand their knowledge and pursue a career in Enterprise Risk & Resilience.

This role will require analysing and interpreting significant quantities of Risk & Resilience data and help with general system maintenance to ensure end users have available the appropriate insights.

Key Accountabilities

• Support the roll out of the Enterprise Risk Management (ERM), Internal Controls, Business Continuity Management (BCM), Crisis Management, Operational Resilience, etc. Policies and Frameworks across the DP World Group.
• Conduct data analytics over the data held in the multiple Risk & Resilience systems.
• Data analysis to support trend analysis and the proactive identification and mitigation of risks across the Group
• Ensure core maintenance and record keeping of data is kept up to date across all systems.
• Act as system administrator for access provisioning and reviews.
• Assist in the preparation of regular risk & resilience intelligence/analysis reports for senior management across the Group.
• Liaising with the Business Units to ensure key risks are identified and risk registers are maintained.
• Liaising with the Business Units to ensure business continuity plans are maintained in the system and kept up to date.
• Work closely with risk champions to assist in the review and monitoring activities, ensuring detailed analysis is performed as part of the periodic reviews.
• Recommend to the team where enhancements are required to improve the quality of data maintained.
• Provide assistance in enhancing the Risk & Resilience systems, ensuring the tools are capable of supporting the continued momentum of risk & resilience evolution, to support the ERR team.
• Continuously review and make suggestions on the updates to the DPW libraries (risk categories, risk libraries, control libraries, BIAs, recovery strategies, etc.).
• Work closely with internal departments to facilitate and conduct adhoc assessments and be able to provide an independent view.
• Conducts research and horizon scanning to support identification and prioritisation of both current and emerging risks and disruption threats.
• Maintain leave records; raise, track and monitor Purchase requests / Orders, Organise travel,
• Provide administrative support to the assigned executive(s)
• Coordinate and assist with queries and requests received by the Department
• Manage and maintain the department’s data management system(s), SOPs, SLAs and relevant toolkits
• Manage and improve the Department’s internal filing system(s)
• Liaise with other departments, external parties, bodies and service providers, as necessary from time to time;
• Provide efficient and accurate logistical and administrative support for travel arrangements to the department and external parties (including flights, hotel bookings, visas, gate passes)
• Assist with organising department events and meetings
• Assist with tracking and processing external invoices and payments if necessary
• Implement and manage appropriate document retention practice: establishing process for storing, arranging, indexing and classifying records, ensuring records are easily accessible when needed, making arrangements for destroying or archiving finished records, implementing the retention and disposal schedules aligned to the policy and supporting the team with their record management requirements.
• Manage the coordination of calendars (as required) for department ensuring smooth flow of meetings and follow up on meeting agenda and actions with team members
• Maintain and update department address book and list of directors/managers
• Make necessary arrangements for Business travel as required. This includes preparing itinerary, coordinating with travel agents, hotel booking, visa formalities and arrangements for travel allowance with Finance department so as to ensure that all aspects of business travel are taken into account well in advance
• Collect and process invoices, bills, direct debits and expenses claims (RFPs, BTR etc) on behalf of the department and maintain a system of record management to enable the accurate preparation of monthly reconciliation and ‘against budget’ summaries
• Ensure all expenses reports such as petty cash / International expenses Claims / entertainment expenses claim (international and Local), telephone bills, Corporate Credit Card & Department Credit Card submitted for approval and Finance process are supported with proper documentation
• Oversee the department’s compliance with the Company’s procurement and finance policies, including receiving quotations, processing purchase orders charge backs and invoices (including Pcards)
• Liaise with Accounting and Finance Departments to audit the department’s expenses and financial administration
• Prepare and clear CAPEX / OPEX, requests for payments, petty cash, and Maximo requisition requirements for the Department
• Manage the annual budget preparation for the department
• Proactively work and ensure that continual recommendations to improve departmental administrative functions are developed and implemented.
• Review departmental documents prior to submission, to ensure accuracy of data and compliance with company established formats, procedures and policies, and recommend revisions as required
• Follow up on staff leave applications to ensure up to date information
• Ensure that department stationery, facilities and equipment are in order by monitoring, replacing and ordering stationery and order stock as required
• Liaise with internal support department regarding machine breakdowns and fixes
• Support in any in house training and conferences by printing and dispatching the materials
• Support with onboarding of new joiners
• Act as an ambassador for DP World at all times when working; promoting and demonstrating positive behaviours in harmony with DP World’s Principles, values and culture; ensuring the highest level of safety is applied in all activities; understanding and following DP World’s Code of Conduct and Ethics policies
• Perform other related duties as assigned.
  
  

Qualifications, Experience And Skills

• Bachelor degree
• Minimum 3-4 years of systems administration and analysis
• Basic understanding on ERM and Resilience standards including ISO 31000, ISO22301, The COSO ERM, NCEMA
• Strong data analysis skills
• Strong report writing skills
• Aptitude and willingness to further pursue a career in ERM, BCM or Operational Resilience
• Highly developed interpersonal skills with ability to effectively communicate and influence decision-making with colleagues
• Project/programme management skills – able to deliver multiple projects in a timely manner
• Ability to work with a global team
• Energetic, Self-starter, Flexible and Goal-oriented
• Good facilitator and Communicator
• Excellent command of English (verbal/written)
• Business minded, well-organised team worker with strong problem solving and leadership skills
• Positive and proactive approach
  
  

About Us

Trade is the lifeblood of the global economy, creating opportunities and improving the quality of life for people around the world. DP World exists to make the world’s trade flow better, changing what’s possible for the customers and communities we serve globally.

With a dedicated, diverse and professional team of more than 115,000 employees from 160 nationalities, spanning 78 countries on six continents, DP World is pushing trade further and faster towards a seamless supply chain that’s fit for the future.

We’re rapidly transforming and integrating our businesses -- Ports and Terminals, Marine Services, Logistics and Technology – and uniting our global infrastructure with local expertise to create stronger, more efficient end-to-end supply chain solutions that can change the way the world trades.

What's more, we're reshaping the future by investing in innovation. From intelligent delivery systems to automated warehouse stacking, we’re at the cutting edge of disruptive technology, pushing the sector towards better ways to trade, minimizing disruptions from the factory floor to the customer’s door.

DP World is on a mission to transcend boundaries and bridge the gap between all nations and cultures – not just in what we do but also in how we behave.

We are dedicated to creating a culture where everyone feels respected, supported, and empowered to reach their full potential. We believe that embracing inclusion and diversity, drives innovation and growth and helps us connect people, businesses, and societies. Free minds and different perspectives are changing our world, and together we can change what’s possible.

WE MAKE TRADE FLOW