UN WOMEN Jobs - 51342- UN Women: Grants Management System Coordination An

UN Women: Grants Management System Coordination Analyst (UN Trust Fund)

Publicado en nombre de

UN WOMEN

Localidad :

New York, Estados Unidos de América

Tipo de contrato :

FTA International

Fecha de comienzo del contrato :

Fecha límite de postulación :

21-Nov-14 (Medianoche Nueva York, Estados Unidos)

Nivel de puesto :

P-2

Duración del contrato inicial :

1 year

Idiomas requeridos :

Inglés

Duración esperada del puesto :

El PNUD está comprometido con lograr la diversidad de su personal en términos de género, nacionalidad y cultura. Se alienta por igual a las personas que pertenecen a grupos minoritarios, a pueblos indígenas o que tienen alguna discapacidad a presentar su candidatura. Todas las solicitudes se tratarán con la mayor confidencialidad. UNDP no tolera la explotación y el abuso sexual, ningún tipo de acoso, incluido el acoso sexual, ni la discriminación. Por lo tanto, todos los candidatos seleccionados serán sometidos a una rigurosa verificación de referencias y antecedentes.

Antecedentes

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 provides technical assistance and funding to advance the development of innovative models and strategic interventions in the area of ending violence against women.

The UN Trust Fund is currently developing a new online Grants Management System (GMS), in collaboration with the vendor and the UN Women Information Systems and Telecommunications (IST) Section. Major advances have been made to date in the development of the system: 1) the Call for Proposal (CFP) section of the system has been fully developed and rolled-out, as the interface between over 2,000 applicants each for its 2012 and 2013 Call for Proposals; and 2) the Phase I and II of GMS have been developed and rolled out, with a subset of new grantees using the system to prepare their progress reports. The launch of the full version of GMS (Phase III) in three languages (English, Spanish and French) is expected in June 2014.

The majority of the critical issues in the system will continue to be fixed during the User Acceptance Test (UAT) stage prior to the deployment of each release to the production server. However, upon the full rollout of the entire system (Phase III) in three languages in June 2014, due to the large scope and complexity of the system, it is expected that there will be still issues that need to be fixed and re-verified during the one-year maintenance period with the vendor. Also, the UN Trust Fund 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 GMS modules, including enhancement of the existing modules with the vendor in 2015 (Phase IV), which will require a dedicated staff from the UN Trust Fund to work closely with the vendor throughout the development process.

Deberes y responsabilidades

Summary of key functions:

Coordinate the development and implementation of GMS project;
Coordinate the requirement gathering and the document review for the development of GMS Phase IV and any subsequent enhancements of the system;
Conduct User Acceptance Test (UAT) for each module of GMS Phase IV;
Update GMS User Guides for Fund Users and Grantee Users;
Conduct a thorough system check/testing and report issues during the maintenance period of CFP and GMS;
Maintenance of GMS as Fund Admin;
Support the technical aspects of the online grant-application system related to the Call for Proposals announced each year;
Serve as the main contact for the Helpdesk Support for Call for Proposal and GMS with the provision of technical support and webinars;
Manage GMS folder in UN Trust Fund Share Drive and the GMS Page of UN Women Share Point.

Coordinate the development and implementation of GMS project:

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;
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;
Coordinate the recruitment process, supervise and provide technical support to consultants working on GMS in the UN Trust Fund;
Participate in GMS project board meeting with the Chief to represent the UN Trust Fund;
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;
Confirm the deliverables by a vendor to process the payment in accordance with the contract;
Prepare briefing notes and presentations on GMS and present the system as needed and requested.

Coordinate the requirement gathering and the document review for the development of GMS Phase IV and any subsequent enhancements of the system:

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 that will be developed in Phase IV;
Review the Issue Register to identify which issues and requests need to be incorporated into Phase IV development;
Share relevant documents with the vendor and explain all the UN Trust Fund requirements for GMS Phase IV to the vendor in a timely and effective manner;
Coordinate with relevant UN Trust Fund staff to review and consolidate feedback on the key deliverables by the vendor for the development of new modules and enhancement items, including: 1) Business Requirements Document and its associated UN Trust Fund annexes; 2) Functional Requirement Documents; 3) Technical Specification Documents; and 4) mock-ups documents, and ensure that the vendor finalizes those deliverables reflecting the UN Trust Fund’s requirements and feedback;
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;
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;
Develop and implement the work plan of GMS Phase IV to ensure that the work is completed in a timely and effectively manner by all the parties, including key deliverables by the vendor;
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.

Conduct User Acceptance Test (UAT) for each module of GMS Phase IV and coordinate the work by translators and proofreaders:

Conduct the User Acceptance Test (UAT) for all the modules of Phase IV in English, French and Spanish by using different roles/users;
Once the English version of all the modules are full tested and finalized, work with translators and proofreaders to have the quality translation for French and Spanish version of all the modules. This includes the validation of translation text to ensure the quality and consistency of translation prior to sharing with the vendor for online update;
Report bugs as well as layout/design/edit-related issue in a systematic and organized manner, by using the GMS Issue Register in the UN Women SharePoint;
Once these issues are fixed by the vendor, verify the fix in the server and update the GMS Issue Register Page in SharePoint.

Update GMS User Guides for Fund Users and Grantee Users:

Update further the GMS user guides for grantees and fund users to add new chapters as the Phase IV modules are being finalized, and to improve the content and reader-friendliness based on the feedback and suggestions from grantee and fund users;
Ensure that all the relevant GMS users have the latest version of user guides though email communication and updating the guide in the system.

Conduct a thorough system check/testing and report issues during the maintenance period of CFP and GMS:

Redo a thorough system check of the entire system in all three languages (English, French and Spanish), including the public facings pages, and report additional bugs as well as texts and layout related issues identified to ensure the system is bug free and ready for the UN Trust Fund Call for Proposals prior to each phase (Concept Note Submission and Review, Full Fledged Proposal Submission and Review) and each module of GMS per user role;
Coordinate and work closely with the maintenance team of the vendor to ensure that all the issues are fixed in a timely and effective manner;
Once these issues are fixed by the vendor, verify the fix in the server and update the GMS Issue Register in Share Point.

Maintenance of GMS as Fund Admin:

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;
Manage all users accounts in system, including creating new user accounts;
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;
Coordinate closely with UNW IST who plays the role of Super Admin when any work required by Super Admin in the system.

Support the technical aspects of the online grant-application system related to the Call for Proposals announced each year:

Develop and manage the technical side of online application system including beta-testing the application to ensure a smooth and timely roll-out;
Control user access, permissions and privileges and other database responsibilities for the UN Trust Fund staff, expert consultants and regional programme offices;
Provide troubleshooting support during the application process and enter data when users cannot;
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;
Run database reports and exports as requested by the UN Trust Fund Chief and Grant-making Specialist.

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

Manage email account of CFP/GMS Helpdesk and communication with applicants, grantees and other users as required;
Organize practical sessions and/or webinars for grantees, UN Trust Fund staff and UN Women staff members as required to ensure all the users are familiar with GMS and how to use;
Provide customized technical support to grantee users via email, Skype/telephone and/or webinars in order to ensure that they can use the GMS effectively for their tasks;
Provide customized technical support to fund users (UN Trust Fund staff members and UN Women staff members) via email, Skype/telephone and/or webinars, in order to ensure that they can use the GMS effectively for their tasks;
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.

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:

Save all the documents related to GSM and CSF under the GMS folder of UN Trust Fund Share Drive in an organized manner;
Ensure that all the issue items are being followed up and updated on a regular basis in collaboration with the vendor.

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 better recognition of GMS by donors and potential partners for future fundraising.

Competencias

Core values and Guiding Principles:

Integrity:

Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

Demonstrate and promote ethics and integrity by creating organizational precedents.

Organizational Awareness:

Build support for the organization and ensure political acumen.

Development and Innovation:

Support staff competence development, and contribute to an environment of creativity and innovation.

Work in teams:

Build and promote effective teams. Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communication and Information Sharing:

Create and promote an environment for open and effective communication.

Self-management and Emotional Intelligence:

Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

Share knowledge across the organization and build a culture of knowledge sharing and learning.

Appropriate and Transparent Decision Making:

Ensure fair and transparent decision making processes and manage risk.

Functional 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.

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.

Habilidades y experiencia requeridas

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 2 years of relevant professional experience in information and communication technology, particularly in requirements gathering, analyzing, documenting and testing of online systems;
Experience in the usage of computers and office software packages and experience in handling of web based management systems;
Experience in working with onsite and offshore development resources for online system;
Experience in conducting quality assurance-related work and/or testing of new online products/services;
Experience in conducting training and webinar to train staff on online system;
Experience in working in a multi-cultural settings with people from different cultural backgrounds.

Languages:

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

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment;
Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.