We are looking for an Internal Controls & Systems Analyst to strengthen financial controls, improve business processes, and ensure effective use of ERP systems across the Group.The role will work across Business Central, Odoo, and IMS, partnering with the Finance team, department heads, and software vendors. The position will identify control gaps, recommend practical solutions, document policies and SOPs, and translate approved requirements into system-based controls and process improvements.
Key Responsibilities
1. Internal Controls & Risk Management
- Identify gaps, weaknesses, and potential risks in financial and operational processes across API Group companies.
- Design practical internal controls, including approval workflows, maker-checker mechanisms, system blocks, authorization limits, and exception controls.
- Recommend appropriate controls to the Managing Director and Head of Finance for review and approval.
- Monitor compliance with approved controls and highlight deviations, recurring exceptions, control failures, and potential financial leakages.
- Prepare periodic control reports highlighting key findings, risks, root causes, and recommended corrective actions.
- Ensure controls are appropriately documented and supported by adequate audit trails.
2. Policies, SOPs & Process Documentation
- Draft finance, internal control, system, and process-related policies in clear and practical language.
- Develop detailed SOPs for key finance and system processes across the organization.
- Document and map workflows, clearly defining responsibilities, approval points, control checks, and escalation procedures.
- Maintain consistency between policies, SOPs, workflows, and system configurations.
- Ensure policies and SOPs are properly version-controlled, updated, and aligned with approved management decisions.
- Support the drafting of non-finance policies where required, while ensuring appropriate functional or legal review and ownership.
3. ERP & Business Process Improvement
- Work across Business Central, Odoo, and IMS to identify opportunities to strengthen controls and improve process efficiency.
- Translate approved business requirements and control objectives into clear functional specifications for software vendors.
- Evaluate system-change requests from finance and other departments, challenge unnecessary or workaround-based requests, and assess their business impact, cost, risks, and compatibility with existing controls.
- Present recommendations to the MD and Head of Finance before initiating any system development or change.
- Ensure approved controls are embedded into systems wherever practical, reducing dependence on manual checks.
- Support implementation of controls such as maker-checker workflows, price controls, credit blocks, three-way matching, discount authorization, access restrictions, and approval hierarchies.
4. Vendor Management & System Change Testing
- Coordinate with ERP and software vendors to communicate approved requirements and functional specifications.
- Monitor vendor deliverables, timelines, quality, and adherence to agreed requirements.
- Challenge incomplete, incorrect, or inadequate system changes and coordinate necessary corrections.
- Develop test scenarios and conduct functional testing, including negative testing designed to identify ways a control could be bypassed.
- Verify that system changes meet approved requirements before recommending go-live.
- Maintain proper documentation of requirements, approvals, testing results, implementation status, and change history.
5. Control Monitoring & Compliance
- Review actual business practices against approved policies, SOPs, workflows, and system controls.
- Monitor areas such as user access, approval timelines, pricing, discounts, credit limits, exceptions, and unauthorized changes.
- Identify unusual transactions, control overrides, recurring exceptions, and process inconsistencies for management attention.
- Prepare monthly or periodic management reports on control performance and areas requiring corrective action.
- Coordinate with the Head of Finance for independent review or audit of controls where required, without independently auditing controls that the position has designed or implemented.
6. Group Financial Consolidation & Analysis
- Consolidate financial information from the group's different companies and accounting systems into a clear and consistent management view.
- Reconcile and analyse information across Business Central, Odoo, IMS, and other relevant systems.
- Identify inconsistencies, unusual movements, classification issues, inter-company differences, and reporting mismatches.
- Support management with meaningful financial and operational analysis to identify risks, trends, inefficiencies, and potential financial leakages.
- Develop and maintain appropriate reporting formats, dashboards, and analytical tools using Excel, Power BI, or other relevant tools.
7. User Access & System Governance
- Manage and monitor system access in coordination with relevant management and software vendors.
- Ensure user roles and permissions are aligned with job responsibilities and segregation-of-duties principles.
- Coordinate timely removal or modification of access for employees who transfer roles or leave the organization.
- Monitor critical fields, configurations, and system permissions to reduce the risk of unauthorized changes.
- Maintain appropriate records of access approvals, modifications, and periodic access reviews.
8. Software, License & IT Coordination
- Maintain a centralized renewal and expiry calendar for key business software, ERP subscriptions, Microsoft 365, SSL certificates, warranty/service applications, and other critical systems.
- Coordinate with software vendors, Microsoft support, and the internal IT technician to ensure timely resolution of system-related issues.
- Monitor open system and IT tickets and follow up to ensure timely closure.
- Escalate unresolved or critical system issues to the Head of Finance or relevant management.
9. Continuous Improvement
- Proactively identify opportunities to improve financial controls, system processes, reporting, and operational efficiency.
- Evaluate existing processes and recommend practical improvements that balance control requirements with business needs.
- Stay informed about relevant ERP capabilities, internal control practices, reporting tools, and process-improvement opportunities.
- Promote automation and system-based controls wherever they can reduce manual dependency, errors, and control risks.
10. Governance & Accountability
- Perform responsibilities under the delegated authority of the Head of Finance.
- Provide recommendations and professional assessments but obtain required approval from the MD and Head of Finance before implementing new controls, policies, or system requirements.
- Maintain confidentiality, accuracy, professionalism, and strong documentation standards in all activities.
- Work collaboratively with accountants, department heads, software vendors, and other stakeholders to ensure effective implementation of approved processes and controls.
Key Requirements
- Semi-Qualified CA (CA Inter) or equivalent finance qualification.
- 3–6 years of relevant experience in finance, internal controls, audit, and ERP systems.
- Strong knowledge of financial controls, risk management, and multi-company consolidation.
- Practical ERP experience from the business/process side; Business Central, Odoo, SAP, or Tally preferred.
- Ability to design controls and translate business requirements into system solutions.
- Experience in ERP change management, system testing, and vendor coordination.
- Strong MS Excel skills; Power BI knowledge is an advantage.
- Good understanding of user access controls and segregation of duties.
- Excellent analytical, documentation, and problem-solving skills.
- Strong communication and stakeholder-management skills.
- Proactive, detail-oriented, and able to prioritize work independently.
- Ability to work effectively within delegated authority and management approval processes.
