Systems Coordinator (Technical Specialist)



Advertised on behalf of :

Location : Home-based
Application Deadline :06-Oct-21 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English  

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

The United Nations Trust Fund to End Violence against Women (UN Trust Fund) was established through the UN General Assembly Resolution 50/166 with UN Women as its Administrator on behalf of the UN system. The UN Trust Fund is a global multi-lateral mechanism supporting national efforts to end violence against women, one of the most widespread human rights violations in the world. The UN Trust Fund awards grants to civil society organizations and government entities and provides technical assistance to its partners to advance the development strategic interventions in the area of ending violence against women and girls.

The UN Trust Fund, through its annual Call for Proposals process, identifies and selects the most note-worthy projects to fund each year. The application selection process is rigorous and extensive, requiring coordination across a wide range of stakeholders, including applicants, external experts, UN Women offices and other UN agencies. The UN Trust Fund utilizes an online Grants Management System (GMS) for both the grantee selection process as well for managing grantee reporting obligations.

The UN Trust Fund is in the final stage of redesigning its existing Grants Management System in collaboration with a vendor and the UN Women Information Systems and Telecommunications (IST) Section. The current online platforms include: 1) the Call for Proposal (CFP) section that interfaces with approximately 2,000 users during each Call for Proposals; and 2) Grants financial and narrative reporting system through which 100+ grantees submit their bi-annual reports and receive feedback on progress.

Given the volume of users and the significant role the Call for Proposals process and information systems play at UN Trust Fund, it needs a dedicated person for the management and maintenance of the entire system and for providing necessary technical support to all the users. In addition, the UN Trust Fund plans to develop additional reporting platforms, in addition to enhancing existing systems in 2021 and beyond.

In parallel, UN Women is in process of developing its new Strategic Plan 2022-2025. As part of its business transformation initiative, UN Women along with its partner agencies are migrating to the Oracle Cloud ERP solution (#NextGenERP Project) from the current legacy PeopleSoft application. As part of its business transformation initiative, UN Women is working on UN Women 2.0 business model which will allow UN Women to scale up its programmatic focus and interventions. This will have impact on its current business processes around planning and budgeting. To ensure that the core components of the corporate system around results-based management, planning and budgeting are ready for the UNTF, the Systems Analyst will be the primary responsible for the management of the non-IT aspects of the new ERP roll out at the Business Unit level including aspects of organizational change and readiness for the ERP system, among other things, ensuring strategies and workplans are in place for training, communication and required updates of organizational policies, procedures and processes. Finally, s/he will coordinate with the technical (IT) ERP Lead and Project Teams on project planning and implementation coordination.


Duties and Responsibilities

Summary of key functions:

1. Coordinate the development and implementation of GMS project

2. Coordinate the development of any subsequent enhancements of the system

3. Support the online grant-application system related to the Call for Proposals

4. Provide business support to effective roll-out the new/enhanced system for planning and results management at the Business Unit Level

1. Coordinate the implementation and maintenance of GMS project

a. Act as the Technical Lead of GMS project in the UN Trust Fund to work directly with the development and maintenance teams from the vendor and UN Women IST Team, including day-to-day communication and coordination through meetings, email, Skype calls and telephones.

b. Coordinate the efforts to monitor the implementation of the GMS section of the UN Trust Fund Annual Work Plan, including monitoring of the timeline, deliverables, budget and expenditure.

c. Participate in GMS project board meeting with the Chief to represent the UN Trust Fund.

d. In collaboration with UN Women Procurement, IST and Finance officer of the UN Trust Fund, ensure that contract with the vendor is effectively managed and processed.

e. Prepare briefing notes and presentations on GMS and present the system as needed and requested.

f. Conduct all the tasks of Fund Admin in the backend of the system, including the functions related to the management of roles, fund users, organization users, static artifacts, email templates, new grants set-ups, and announcements.

g. Update further the GMS user guides for grantees and fund users to add new chapters as modules are finalized, and to improve the content and reader-friendliness based on the feedback and suggestions from grantee and fund users.

h. Serve as the main contact for the Helpdesk Support for Call for Proposal and GMS with the provision of technical support and webinars.

i. Manage GMS folder in UN Trust Fund Share Drive and the GMS Page of UN Women Share Point, ensuring all the relevant documents and data are saved and followed-up systematically.

2. Coordinate the development of any subsequent enhancements of the system

a. Serve as the main focal point in the UN Trust Fund to coordinate with the UN Trust Fund staff, UN Women focal points and grantee users to gather and consolidate the UN Trust Fund requirements for the new GMS modules and enhancement items.

b. Coordinate the recruitment process, supervise and provide technical support to consultants working on systems development.

c. Discuss and clarify the details with the vendor throughout the requirement gathering and development processes to ensure that the vendor fully understands the requirements of the UN Trust Fund for Phase IV modules and enhancement items.

d. Review mock-up documents and demo sites in consultation with the relevant UN Trust Fund staff and share consolidated feedback with the vendor in a timely and effectively manner.

e. Develop and implement the work plan to ensure that the work is completed in a timely and effectively manner by all the parties, including key deliverables by the vendor.

f. Ensure the day-to-day effective communication and coordination with the vendor and UNW Women IST regarding the deployment of releases to the training and production servers and the update of issues in Share Point.

g. Finalize the User Acceptance Test (UAT) for all the modules in English, French and Spanish by using different roles/users.

h. Report bugs as well as layout/design/edit-related issue in a systematic and organized manner. Once these issues are fixed by the vendor, verify the fix in the server and update the GMS Issue Register Page in SharePoint.

3. Support the online grant-application system related to the Call for Proposals

a. Develop and manage the technical side of online application system including beta-testing the application to ensure a smooth and timely roll-out.

b. Control user access, permissions and privileges and other database responsibilities for the UN Trust Fund staff, expert consultants and regional programme offices.

c. Provide troubleshooting support during the application process and enter data when users cannot.

d. Provide assistance to users including applicants, grantees, UN Trust Fund Secretariat staff and UN Women staff in the field offices during the open application period.

e. Run database reports and exports as requested by the UN Trust Fund Chief and Grants and Programme Manager.

f. Manage email account of CFP/GMS Helpdesk and communication with applicants, grantees and other users as required.

g. Ensure timely updates of call-related documentation on the GMS site as well as regular email status updates to applicants.

h. Once the data of new grantees are available from CFP system, manage the new grant setup per new project in collaboration with Finance Officer and Portfolio Manager.

i. Provide troubleshooting to any technical issues on CFP and GMS reported to the Helpdesk: investigate into and report the issues in the CFP/GMS Issue Register; verify the fix and revert to the user.

4. Provide business support to effective roll-out the new/enhanced system for planning and results management at the Business Unit Level

a. Support the CD & Operation Manager in the promotion of a clear understanding of (existing) system functionality and how this translates to ERP functionality and throughout all stages of systems implementation including end user training.

b. Support the CD & Operation Manager in the assessment of business processes to streamline operations or maximize functionality of applications and systems (including RMS, #NextGenERP Project and new GMS).

c. Support the CD & Operation Manager in the coordination and plan of end user trainings to ensure effective use of the system for effective planning, monitoring and reporting. Develop and implement the training work plan (in coordination with ICT).

d. Build capacity for relevant business process owners to be aware of and prepared to use new or updated system capabilities.

e. Support the CD & Operation Manager in the design, implementation and management of the overall risk management process for the ERP implementation, including identifying, assessing and helping to mitigate risks related to the implementation of the project.

f. Support the CD & Operation Manager and the Operation Analysis on the data migration from the existing system to the #NextGenERP.

g. Support the CD & Operation Manager and the Operation Analysis in the required updates of the internal policies, procedures and processes, including the Operation Manual, Service Level Framework and the UNTF Internal Accounting Policy.

IV. Impact of Results

The key results have an impact on the overall quality and effective use of the Grants Management System by all the relevant users to support more effective grants management, as well as the timely implementation of the Fund’s annual Call for Proposals processes.

In addition, the support provided in the roll-out of the new/enhanced ERP system, at the Unit level, will have an impact on the quality of implementation and use of the new ERP system by all UNTF business process owners, and facilitate business and functional requirements gathering for the Policies and Procedure updates.


Competencies

Corporate Competencies:

Job Knowledge/Technical Expertise

  • Demonstrated proficiency to have analytical ability and thorough understanding of software development life cycle processes.
  • Knowledge of information technology platforms for web-based database systems.
  • Actively seeks to apply current expertise and new ideas on how to optimize use of technology to streamline workloads.

Client Orientation 

  • Able to identify and analyze clients' needs and develop appropriate technology solutions to meet business requirements; desire to organize and improve processes.

Planning and Organization

  • Ability to pay attention to details in a very organized manner.
  • Ability to establish priorities and to plan and monitor own work in a very systematic manner.
  • Ability to review each page of the online system, report issues and verification of each fix in a very systematic and organized manner.
  • Proven ability to work under pressure and produce deliverable that is accurate, timely and of high quality.
  • Ability to manage conflicting priorities.
  • Strong attention to detail.

Communications

  • Able to speak and write clearly and effectively, including to: advise and train users on the use of complex systems/applications and related matters.
  • Prepare specifications and other written reports/documentation in a clear and concise style.

Teamwork

  • Good interpersonal skills; ability to establish and maintain effective partnerships and working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.


Required Skills and Experience

Education:

  • Advanced university degree (Master's degree or equivalent) in Computer or Information Systems, Public Administration, Development, Social Sciences, Business Administration or related field. 
  • Additional certification related project management is desirable.

Experience:

  • Minimum three (3) years of relevant professional experience in information and communication technology, particularly in requirements gathering, analyzing, documenting and testing of online systems.
  • Experience in developing online platforms.
  • Experience in conducting quality assurance-related work and/or testing of new online products/services an asset.
  • Experience in conducting trainings and webinars for a wide range of users.
  • Experience in working in a multi-cultural settings with people from different cultural backgrounds.

Language Requirements:

  • Fluency in English (oral and written) is required.
  • Working knowledge in Spanish and/or French is an asset.



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