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SSA: Workflow Management Specialist
|Advertised on behalf of :|
|Location :||Guatemala, GUATEMALA|
|Application Deadline :||16-Oct-17 (Midnight New York, USA)|
|Additional Category :||Management|
|Type of Contract :||Other|
|Post Level :||Other|
|Languages Required :||English Spanish|
|Starting Date :|
(date when the selected candidate is expected to start)
|Duration of Initial Contract :||5 months|
|Expected Duration of Assignment :||5 months|
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
UN Women’s business processes are currently articulated in the Program and Operations Manual (POM). To implement its current and future Strategic Plan initiatives at country level, UN Women need to better understand its programmatic and operational business processes, to deliver results in an efficient and timely manner.
Duties and Responsibilities
The key objectives behind carrying out ‘workflow analysis’ is;
RESPONSIBILITIES & DELIVERABLES
Under the overall guidance and direct supervision of Country Office Representative, the Workflow Management Specialist will:
The Specialist will also interview UNW country office team to understand capacities and obstacles.The analysis will lead to improvement exercise in CO, how and what type of approach management should follow for the transitioning efforts. The analysis will also explore as to what are the significant changes in the way CO functions or at improving the current business processes while determining the rationale and readiness for change. If the core elements of this analysis point to the need for a systematic change effort, the management will rely on the Management specialist including involvement of key staff that represents the different business areas in the office, as well as other stakeholders when necessary for implementation of key changes if required.
The scope of the analysis provided in the consultant’s report will include but not limited to the following essential elements:
The visioning exercise goes beyond creating a vision in the sense that it prepares the ground for high performance and development results by helping us turn vision into reality. Specifically, the analysis will need to look at the CO vision (including mission and values), value propositions, demand for CO services and identify CO capacity strengths and gaps.
Based on the rationale for the realignment or improvement exercise, the report will identify potential benefits expected from change management initiatives. The report will provide answers to the following questions:
Improving the Business Processes:
When discussing improvement exercises within any organization, business process re-engineering is a commonly used tool. Why? The reason is that alignment of business processes to eliminate duplicating or redundant steps can contribute significantly to improving organizational efficiency.
The report is expected to assess the key UN Women business processes, examine optimized business process examples, proposed improvements to reflect the Process Excellence Principles and performance management in business process re-engineering. Specifically, the analysis will find out as to what kind of business process re-engineering is required and what tools to be applied for enhanced and optimized key business processes for the Country Office
The report should address the following questions:
Re-aligning the structures:
Structures describe the best way of organizing the office into teams, determining which functions can best be performed by those teams, and what governance structure is needed to support those teams. A successful functional structure will be aligned to the office vision and thereby reinforce the strength of CO’s position in the country development context. Changing the structure of office is not a magic bullet that will solve all problems. But it may bring clarity to who is responsible for what, facilitate work and information flow, and in this way help rid of bottlenecks and empower staff.
The report needs to provide a roadmap for re-aligning structures outlining how to change office structure, which structure is best for office. Specifically, the consultant needs to give understanding of why proposed new CO structure is important and how proposed structural changes will help deliver on the CO’s vision. In this context, it’s important to assess how CO structure might be improved, positioning and delivering on the vision, whether the proposed structure will be facilitating the re-engineered business processes and the information flow in the office, how new structure will be supported by funding environment, projects in pipeline, demand for services, and CO staff capacity and if the CO is making strategic use of your resources.
Optimizing Resources is about effectively managing resource that can strengthen CO. It is about ensuring that the job of each staff is interesting and aligned with business processes and structure in a way that supports CO vision and ensures efficient delivery and development results. The report should guide as to how to align job descriptions to improvements in the business processes and office structure, and support CO staff in adjusting to changes in their jobs.
Specifically, the report will offer guidance on designing jobs, aligned to UN women Generic Job Descriptions, Classifying jobs both at the CO level as well as classification guidelines at HQ and Considering different staffing model scenarios (position management) in line with a sustainable financing strategy.
These themes need to be introduced in the report backed up by information related to the following aspects of change management approach:
In the main, the report should focus on the big picture of restructuring plans for the office to respond to what drives structure, the principles that have been agreed to (e.g. more team work), the office vision and the positioning. This will include analysis related to job design, such as defining the roles, jobs, and competencies needed to support vision and consider the financial feasibility of introducing a specific staffing model. Assessing the work and information flow, establish a few parameters for selecting a structure.
Remuneration and Payment:
The Consultant shall submit a request for payment to UN Women covering the services provided during the chronogram of activities and payments to be approved and UN Women shall pay the Consultant upon the approval of partial and final technical reports to be presented together with the correspondent invoice in accordance with the fee schedule agreed.
Schedule of Payment
Inputs to be provided by UN Women
Access to UN Women Intranet SharePoint through the approval of an UN Women official email account so the consultant can search and study the required rules, regulations, procedures, guidelines and other relevant documents that may apply to work to be performed. The internet email account will also allow the consultant to establish permanent communication with the supervisor at RO and with focal points to be assigned for each office involved in the exercise.
Management and Leadership
Required Skills and Experience
Fluency in English and Spanish
Interested applicants are invited to submit the following information latest by 16 October 2017. This documents should be send to firstname.lastname@example.org
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.