AlamatPurpose of the Position
The Power Automate Expert will work closely with Head of Operations and operations team to design, develop, and implement automated workflows to streamline INOVASI phase 3 operations’ processes. These processes include travel requests, expense claims, leave requests, goods/services procurements, and other processes as may be needed for activity management and implementation. The expert will support the operations team in analyzing existing procedures to identify automation opportunities and developing appropriate Power Automate automation workflows that integrate with Palladium MS Office systems and Shaprepoint, ensuring these automations improve efficiency, compliance, and productivity across the organization. The Power Automated processes must
The expert will then integrate the refined procedures into Power Automate processes integrate the entry forms, submussions, and approval processes using user Microsoft 365 account.
Working with children
Is this position likely to come into contact with children? ☐ Yes ☒ No
Duties
Under the direction of the Head of of Operations, or delegate, the Power Automate Expert is responsible for the following main duties:
Analysis and Planning: Support the Operations team in analysing the organization's current processes related to activity management, travel requests, and procurement to identify automation opportunities and map out automation workflows. Develop a comprehensive project plan that outlines the approach for automating these processes, including clear time table for developing, testing and finalising each process.
Automation Development: Utilize Microsoft 365 Power Automate to create efficient and effective workflows that meet the organization's requirements for the specified processes from end to end, including submission forms, the approval process workflow, document attachmement, and the archiving of the approval process with all its forms and attachment on Sharepoint. This includes setting up triggers, actions, conditions, and flows that automate tasks from initiation to completion.
Documentation and Training: Prepare detailed documentation for each automated process, including diagrams and step-by-step guides. Develop and provide training materials tailored to the needs of different user groups within the organization.
Implementation Support: Work closely with relevant teams during the implementation phase to ensure smooth deployment, testing and refinement of the automated processes. Provide necessary training to staff and address any questions or concerns.
Capacity Building: provide capacity building and training to INOVASI IT Officer and relevant staff from INOVASI Ops team on the use and troubleshooting of those automated processes, with practical guide on what to do in case any error occurs to avoid implementation disruption. Train INOVASI IT officer on ways to do simple updates and refinements to the automation system during program implementation, for example adjusting a workflow or adding/changing attachment requirements etc.. as may be needed during implementation.
Post-Implementation Support: Offer support after the implementation to address any issues or refinements needed in the automated workflows. This includes monitoring the automation performance and making adjustments as necessary.
Other tasked as required by Head of Operations.
Deliverables
The expert is expected to provide support the design and deployment of automation using Power Automate:
Inception Plan: A detailed plan including timelines, milestones, and an overview of the proposed automated processes.
Automated Workflows design: Developed and thoroughly tested automation flows in Microsoft 365 Power Automate for the processes agreed on with INOVASI team.
Automation Documentation: Comprehensive documentation for each automated process, detailing the workflow, user instructions, and troubleshooting tips.
Training Materials: Customized training materials for different user groups, ensuring staff can effectively interact with the new systems.
Final Report: A conclusive report summarizing the project execution, including an assessment of the automation impact, challenges encountered, solutions implemented, and recommendations for future process improvements.
