Divisional Business Coordinator (Supply Chain Management), P5 (TA), Geneva

Duties and Qualifications

Terms of Reference
Business Transformation Programme
Divisional Business Coordinator: DESS, Supply Chain Management
Title: Supply Chain Management (SCM) Divisional Business Coordinator
Project: Finance, Contributions and Supply Chain Management Project, in the Business Transformation Programme
Duty Station: Geneva, Switzerland
Service/Division: Supply Planning Section, Supply Management Service, Division of Emergency Security and Supply
Contract Level: P5 Temporary Assignment
Duration: 1 year extendable
Supervisor: Head of Supply Management Service

RATIONALE

UNHCR, the UN Refugee Agency, is a global organization dedicated to saving lives, protecting rights and building a better future for refugees, forcibly displaced communities and stateless people. Every year, millions of men, women and children are forced to flee their homes to escape conflict and persecution.
UNHCR¿s global strategy for Supply Service aims to create a service response that provides excellence in supply chain delivery and supports efficient and sustainable protection of refugees and other persons of concern.
UNHCR is undertaking a transformational programme of change, aimed at strengthening it¿s ability to deliver it¿s mandate, while supporting the wider reform agenda. The Business Transformation Programme (BTP) is a key element of that transformational change; the programme aims to provide UNHCR with new operational, planning and back-office systems. The Business Transformation Programme (BTP) will leverage digital era cloud technologies and modern Enterprise Resource Planning (ERP) solutions to support UNHCR¿s transformation and change process.
The Supply Management Service (SMS) is taking this as an opportunity to redesign processes with the objective of implementing an integrated system that supports standard business best practices.
UNHCR requires an experienced Supply Chain Management professional to act as the Divisional Business Coordinator for DESS, to coordinate the supply chain management business implementation as part of the Business Transformation Programme.
The Supply Chain Management Divisional Business Coordinator will play a leading role in the development of new, and the optimisation of existing, business processes. The incumbent will maintain close contacts with all Supply Sections, and relevant stakeholders in the Divisions, Bureaux and Field Operations.

DUTIES AND RESPONSIBILITIES

The incumbent will coordinate the global implementation of the Business Transformation Programme solutions for the Supply Chain Management workstreams.
The main role of the position is to ensure the successful design and roll-out of the supply chain modules, including the design of processes and supporting parameterization, data collection and cleaning, testing, training, deployment and the justification and design of any system extensions.
The incumbent will be accountable and responsible for:

Accountabilities

• Benefits, business requirements and specifications for the SMS processes are clearly defined for the Project across the Supply Chain Management workstreams; and
• Project outputs are used effectively and efficiently to realize the defined benefits according to the UNHCR project delivery methodologies.
• Responsibilities
• Provide the SMS users¿ quality expectations and define acceptance criteria for the project;
• Define the SMS business needs and requirements in a clear and concise manner;
• Ensure the SMS requirements for the system are communicated to the Project team, that these requirements are fully implemented and that any potential impacts or modifications to those requirements which may arise through related components of the system are identified early and raised for discussion and response within SMS;
• Streamline the supply chain business processes by assembling relevant input into a business requirements document to agree the changes of the existing work processes (As-Is), detailing proposed optimisations (To-Be) and their impact through benefit analysis;
• Coordinate the processes change with the Supply Chain Management Service and relevant stakeholders;
• Lead the review and update of policies as deemed appropriate in support of new business processes;
• Participate in the development of project plans and appropriate tools to track milestones and deliverables including Supply resources needed;
• Ensure that the desired outcome of the project is specified;
• Ensure that the project produces products that will deliver the desired outcomes, and meet user requirements;
• Ensure that the expected benefits (derived from the project¿s outcomes) are realized;
• Ensure that any Divisional user resources required for the project (e.g. to undertake user testing and acceptance) are made available;
• Maintain business performance stability during transition from the project to business as usual;
• Provide the user view on follow-on action recommendations;
• Undertake Project Assurance from the user perspective (user assurance) and, where appropriate, delegate user Project Assurance activities; and
• Plan, prepare, coordinate and participate in key project activities such as solution planning, design and build, testing, training, data cleansing, data migration, change management and user support.

The Supply Chain Management (SCM) Divisional Business Coordinator will not work in isolation, the incumbent will be part of a team of Business Coordinators. They will be expected to build a close relationship and a true team dynamic with the Business Coordinators of the other Divisions, to ensure the success of the project.
The SCM Divisional Business Coordinator will report to the Head of the Supply Management Service, and will be the primary link between the Supply Management Service, and the Finance, Contributions, Supply Chain Management Project Team, on all issues relating to the project.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

• University degree in Information Technology, Supply Chain Management or Business Administration, International Development (or equivalent experience).
• Minimum 11 years of experience at professional level in progressively responsible functions (preferably in business analysis and transformation organizational change activities) in Supply Chain Management.
• Extensive understanding of project and programme management principles, quality assurance and risk management methods and techniques.
• Excellent communication and relationship management skills with the ability to influence and get buy-in from people not under direct supervision.
• An outgoing personality and a team player with service-oriented attitudes.
• Proven ability to deal with multiple tasks in a courteous and service oriented manner, in demanding working conditions that often have short deadlines.
• Strive to live up to high ethical and professional standards.
• Excellent knowledge of English (written, oral and comprehension)
• Proficient with Microsoft Office tools.
• Ability to travel upon short notice up to 25% of the time.

ADDITIONAL DESIRED SKILLS AND EXPERIENCE

• Experience with Supply Chain business processes in different UN Organisations, and/or humanitarian actors.
• Experience in projects which have implemented large-scale ERP Supply Chain solutions such as Oracle, SAP or Workday.
• Certification in Project / Programme Management methodology such as Managing Successful Programmes or similar, and delivery methods such as Prince 2, PMBOK, and/or Agile SCRUM.
• Certification in Lean or Six Sigma.
• Experience in change management, customer experience, quality assurance, and communications.
• Prior experience in humanitarian or development sector or working in developing and/or conflict-affected countries.
• Knowledge of UNHCR¿s other working languages (French, Spanish).