Manager, People Solutions Operational Excellence and Projects, Takeda Business Solutions

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Job Description

TBS Objectives/Project Objectives/Role Background:

Takeda Business Solutions (TBS) is a function within Takeda with the objective of enabling Takeda’s business strategy, delivering simplification and cost reduction, improving service and providing a transformation engine for continuous improvement for Takeda. ‘Continuously innovating and transforming our business to be simpler and more cost competitive, enhancing our employees’ experience’ is our overarching vision with a goal of ‘Building a Healthy Business’, helping focus us on delivering value for Takeda.

People Solutions Objectives/Project Objectives/Role Background:

People Solutions is accountable for partnering with HR to add strength and competitiveness to Takeda by simplifying business processes and delivering excellent business services in the most cost-effective way – releasing time and resources to focus on the patient through the below core areas:

• Service Excellence
• Innovation & Simplification
• Scale & Capability
• Great Team, Great Partner

OBJECTIVES/PURPOSE of the position

Process Excellence and Projects is a new position under People Solutions Japan.  This position is pivotal to the Process Improvement at People Solutions, to bring the team from ‘current state’ to ‘future state’ by working on projects of system implementation, system enhancement, digital transformation, data management, and change management of the internal and external stakeholders.

The role also includes process analysis of operations within People Solutions including out-sourced parties hired by People Solutions and making of improvement proposals while keeping the process SOX compliant.

This is a key role to support the transformation of People Solutions as well as to keep operations smooth and efficient post-project time.

• Participate in the successful execution of local projects within given time/resource restriction
• Participate in the successful execution of regional or global projects by providing support from the respective regional Hub
• Support system improvement and change requests management of HR systems owned by People Solutions.
• Deliver measurable business value, quality and cost savings as a result of project implementation and process improvement
• Master senior stakeholder management and communication to deliver the best possible results for the organization and project teams

SCOPE

• The role will be either the initial point of contact or the supportive position of the People Solutions projects.
• Will support global projects/People Solutions and TBS initiatives as required
• Drive assigned strategic regional and local projects from end to end exercising project governance excellence to execute on project scopes and targets to drive progression
• Explore possibilities to eliminate, optimize, automate and robotize the processes in People Solutions.
• To be covered HR systems are in the areas of but not limited to Payroll, Time & Attendance, Accruals, Pensions and Employee Self Service Portal based on ServiceNow.

ACCOUNTABILITIES

• Lead and support key People Solutions projects as requested by head of People Solutions Japan
• Maintain effective relationships with internal and external business partners at the Site/Hub
• Manage changes to project scope, schedule and costs using appropriate verification techniques
• Align local project requirements with central master plan
• Manage day-to-day operational aspects of project and scope
• Ensure all projects are delivered on time and on budget
• Responsible for analyzing and documenting “As Is” and “To Be” processes and procedures
• Provide project updates and escalate issues to management as needed
• Perform risk management to minimize project risks
• Provide summaries of Project Key Performance Indicators (KPIs) and performance statistics to identify key areas of opportunity, ensuring that concise and accurate information is available for informed management decisions making purposes.
• Work across Business Process & Technology Owners (and teams) to provide end customers with a reliable quality solution fit for purpose
• Ensure project roles and responsibilities are clearly defined and understood
• Proactively seek and propose process improvements for the organization to constantly develop in a cost conscious and effective manner
• Communications:  Develop, deliver and maintain communication plans and channels for all internal and external stakeholders related to the Site/Hub
• Support/conduct reporting and internal control activities at People Solutions
• Accountable for the end to end program management of all People Solutions Operation Excellence in scope of TBS; ensure projects are run in a structured manner and as per TBS Operation Excellence methodology
• Ensure change management and communication plans are fit for purpose and implemented effectively.
• Manage a robust go/no go governance framework.
• Drive standardization of processes, SLAs, KPIs, Metrics, tools and methodologies across the People Solutions.
• Implement standard and improved user experience for People Solutions. Improve the end-to-end experience by embedding customer-oriented thinking into our daily operations to deliver effective, simplified solutions, as well as great People Experiences. 
• Embed uniform method and form of calculation and reporting of KPIs and metrics for the region
• Lead the innovation, transformation and new ways of working across the country for People  Solutions
• Align between TBS or relevant project workstreams impacting the Area/Customer and enabling effective execution of projects.

CORE ELEMENTS RELATED TO THIS ROLE

Technical/Functional (Line) Expertise

• Have > 5 years experience of HR organization
• Have 3-5 years experience of Project Management
• Payroll and payroll system implementation experience desired
• Process area Ops/Project experience desired

Leadership

• Ability to lead and drive change in a developing business environment and challenge existing practices.
• Excellent organizational skills, ability to manage conflicting demands and appropriately prioritize and ensure projects stay on track
• Ability to solve problems and think creatively – capacity to provide pragmatic solutions and have the drive and leadership to implement ideas through to successful conclusion.

Decision-making and Autonomy

• Able to take the initiative to solve problems quickly and completely
• Ability to solve problems and think creatively – capacity to provide pragmatic solutions and have the drive and leadership to implement ideas through to successful conclusion.
• Technically strong with a proven ability to make sound decisions and lead projects to successful completion

Interaction

• Strong communication and interpersonal skills across multiple functions and geographies.
• Excellent ability to manage across borders and work in a matrix organization

Innovation

• Ability to research best practice and determine ways to apply it within our organization
• Excellent analytical skills applied to a broad range of business issues.

Complexity

• Ability to manage across multiple work streams and initiatives globally; must handle conflicting work priorities according to business, technical, and financial need
• Ability to achieve results through influence and persuasion.
• Ability to handle change effectively and deal with ambiguity.

EDUCATION, BEHAVIOURAL COMPETENCIES AND SKILLS:

• Bachelor’s degree required
• Minimum of 5 years of HR experience required
• Workday or other HRIS experience required
• Experience of working on global or regional system implementation projects required
• ServiceNow, Workday and ADP experience a plus, but not required.
• Working knowledge with Microsoft Office products is required (Word, Excel, Outlook, SharePoint, PowerPoint, Teams etc.)
• Working knowledge with Python, PowerAutomate or other system language or tools is a plus
• Excellent written and oral communications skills in Japanese required
• Business level written and oral communications skills in English required

Key Skills, Abilities, and Competencies

• Ability to be future thinking and demonstrate continuous improvement utilizing automation and supporting technologies
• Ability to maintain high level of confidentiality and professionalism
• Ability to quickly learn new systems and work in cloud-based solutions. 
• Strong project and program management skills, with the ability to drive multiple work streams forward simultaneously
• Relationship management including establishing collaborative initiatives with multiple departments
• Effective communication, presentation and facilitation skills
• Effective vendor management skills to work with multiple vendors
• Ability to build cross functional partnerships
• Ability to provide subject matter expertise and guidance to others
• Ability to adapt to a continually changing work environment and manage multiple priorities
• Strong organizational skills for tracking and documenting
• Attention to details

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