Procurement Process Re-design Specialist

Background Information – UNOPS

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries to achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

UNOPS has operated as a self-financing entity within the UN system since 1994. Throughout this time, UNOPS has successfully delivered services to other UN entities as well as a variety of partners. UNOPS has, over the years, undertaken the delivery of increasingly complex engagements such as project implementation services for large physical infrastructure projects, multifaceted public health projects, and highly complex procurement assignments.

UNOPS is navigating a period of transformational change internally across all areas of the organization. Together with the steadily increasing size of UNOPS portfolio, UNOPS leadership structures, management practices, oversight mechanisms, as well as UNOPS ability to collaborate and manage knowledge, are being reshaped and improved through this process.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Process Innovation and Digitalisation Programme (PID)

UNOPS is embarking on a Process Innovation and Digitalisation journey. The Programme aims to ensure UNOPS delivers the highest quality projects – sustainably, on time, and within budget – for partners and beneficiaries.

The Programme is expected to last four (4) years. It will enhance UNOPS’ operational efficiency, effectiveness, and agility, overhauling processes and leveraging digital technologies and solutions. It will improve UNOPS’ collection and use of data, capacity for foresight, capacity for planning, knowledge management, and reporting.

A programme team is being established to provide business driven leadership for and support to UNOPS process innovation and digitalisation. Each UNOPS functional unit (Procurement, Human Resources, Finance, Project Management and Infrastructure, Partnerships, and Legal), will be represented by a Business Process and Change Manager and a Process Re-design Specialist that will act as a representative of the functional entity within which they are embedded.

UNOPS is seeking a highly skilled and experienced Procurement Process Re-design Specialist who, under the guidance of the Procurement Business Process and Change Manager, can support the UNOPS Director for Procurement Group (PG) with the implementation of this ambitious programme.

Role of the Process Re-design Specialist

The Process Redesign Specialist will be responsible to drive the redesign of processes, leveraging selected digital technologies. They will be part of PG, reporting to the Procurement Business Process and Change Manager, delivering on process innovation and digitalisation outcomes, as a seconded resource from PID.

This role requires a strong understanding of methodologies and tools for process mapping and simplification, as well as a consultative and facilitative approach to process re-engineering.

The key functions of the role include:

• Identify, analyze data and re-design business processes for the relevant practice.
• Support the Procurement Group Director in the review of policies, taking into account re-designed processes.
• Coordinate the process by which re-designed processes are matched with digital technologies, in close collaboration with UNOPS IT and vendors to ensure that practice ambitions and requirements.
• Support training, communications, and change management required in order to make the change stick.

Functional Responsibilities
1. Re-designed processes and policies

• Undertake a procurement business processes mapping and in depth-analysis focused on leading practices, tackling structure, quality management, analysis, and their intersection with policies, procedure and implementationIdentify inefficiencies, bottlenecks, and areas for optimization within procurement processes, addressing both internal and external audit recommendations and assessments.
• Design, conduct, document and present analysis on procurement processes and data to the relevant stakeholders involved.
• Provide technical advice on the redesign business processes for the relevant practice, based on market research, practical procurement cases, focus groups and any other technique relevant for the purpose.
• Produce detailed procurement business processes redesign specifications for improvement of policies, processes, systems and tools, based on their impact, feasibility, and alignment with UNOPS’s strategic goals, in collaboration with various HQ and field stakeholders.
• Establish a system of feedback and priority in order to guide the design, development, testing, implementation and documentation of procurement business processes, as well as a system of updates on progress and challenges related to process improvement efforts.
• Conduct a rigorous review of policies, taking into account re-designed processes and UNOPS new policy framework, reporting outcomes to the Director of PG and relevant stakeholders.
• Develop a roadmap and provide guidance on how re-designed processes are matched and leveraged by digital technologies, in close collaboration with UNOPS IT and vendors to ensure that practice ambitions and requirements.
• Ensure that business requirements are accurately aligned with technical specifications and desired user experience.
• Timely track the execution, progress, and quality of the redesign exercise, collaborating closely with the PID Programme team to design and execute process improvement initiatives.
• Under the direct supervision of the Procurement Business Process and Change Manager, constantly monitor the level of maturity of the process redesign exercise.

2. Documentation and Reporting:

• Prepare comprehensive technical documentation of process analysis, improvement recommendations, and outcomes.
• Structure an appropriate record of project activities, decisions, and progress.
• Contribute to the preparation of progress reports and presentations for program stakeholders.
• Track, monitor and report on the implementation of digital transformation initiatives to ensure that they progress according to plan, and escalate any risks and issues in a timely manner.
• Undertake benefits realization analysis for implemented initiatives to assess the impact on the change in relation to the intended outcomes or KPIs.
• Maintain a set of best practices for all processes where the PID Program is involved.

3. Stakeholder Engagement and support to change management:

• Engage and collaborate with stakeholders at various levels to obtain feedback on proposed changes.
• Gather, integrate and manage stakeholders communication, expectations, reporting requirements, design preferences, and quality criteria.
• Develop high-level communication and training materials to promote understanding and adoption or reviewed processes.
• Liaise with the change management and communication team to ensure that the appropriate messaging (content, format and frequency) is sent out to the right audiences to support smooth roll out of projects and change initiatives. E.g., Newsletters, online articles, broadcasts, webinars, among others

4. Training and Capacity Building:

• .Create and build capacity with key stakeholders on the use and maintenance of process flowchart and descriptions, KPIs, RACIs, process Governance (scalations), reporting requirements and supporting templates, process interactions (to showcase interactions/dependencies with other processes)
• Participate in the relevant Communities of Practice to actively interact and gather insights on the procurement process redesign needs, implementation and outcomes.
• Collect and incorporate lessons learned from training, in order to strengthen the capacity building activities to support the redesign exercise and related PID objectives.
• Support the development and delivery of training programmes and workshops to enhance practices, reengineered processes and new / improved systems understanding and drive adoption across the organization, with the support of the PID.

Impact of Results
Successful performance by the Process Redesign Specialist would lead to the following impacts:

• Enhanced Operational Efficiency: The successful implementation of optimized processes would lead to improved efficiency and productivity across the organization. This would result in cost savings, reduced manual workloads, and faster project delivery, ultimately increasing operational efficiency.
• Improved Service Delivery: By optimizing its processes, UNOPS would be able to enhance its service offerings to its partners and stakeholders.
• Increased Organizational Performance: The successful adoption of optimized processes would enable UNOPS to achieve higher levels of organizational performance.
• Positive External Perception: Achieving the objectives of the PID (including process redesign) would enhance UNOPS’s reputation and image among external stakeholders, including partner organizations, donors, and the wider development community. UNOPS would be recognized as an innovative, technology-driven organization committed to leveraging digital solutions for sustainable development, attracting new partnerships, funding opportunities, and talent.

Overall, the impact of a successful PID Programme would be transformative for UNOPS, driving efficiency, effectiveness, and innovation throughout the organization and positioning it for long-term success in the digital era.

Competencies

• Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)
• Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
• Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
• Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
• Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
• Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
• Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education Requirements:

• An advanced degree preferably in Business Administration, Procurement, Supply chain, Public Administration, IT, Economics, or other related fields is required.
• A combination of a Bachelor’s degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.
• Strong knowledge of business process management methodologies, tools, and best practices, such as Lean Six Sigma, or other process improvement certifications would be an advantage.

Experience Requirements:

• A minimum of 5 years of relevant and progressive professional experience in business process analysis and/or redesign, and/or optimization is required.
• Recent experience of at least 3 years in public procurement (of the overall 5 years of relevant experience) is required.
• Familiarity with digital technologies and their application in process optimization and automation is highly desirable.
• Familiarity with UNOPS or other UN procurement policies, processes, tools and systems is an asset.
• Experience in large scale digital transformation would be an asset.

Language Requirements:

• Full working knowledge of English is essential.
• Knowledge of another official UNOPS language (French, Spanish) is an asset.

Contract type, level and duration
Contract type: Individual Contractor Agreement – ICA
Contract level: International ICA2 – ICS10
Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.