Officer, Operational Efficiency, Pool - GL C - Defined Duration until December 2025
To support the Global Fundโs mission of ending the epidemics and enable efficient portfolio management, Grant Management Division must operate with up-to-date and robust portfolio data, aligned business processes and integrated systems within a framework of continuous improvement.
The Grant Management Operational Efficiency Team is responsible for ensuring the continuous improvement of GMD-owned processes (Grant Making, Grant Implementation, AFD/Disbursements, Grant Revision, Progress Reporting and Grant Closure and supporting processes such as Master Data) through ongoing review, monitoring, optimization, integration and enhancement of operational policies/regulations, procedures, system guidance as well as GMD-owned data & data quality. The Team is also responsible for defining and prioritizing Grant Management business needs for system solutions (as part of Continuous Improvement or dedicated Launches).
Within the OE team, the Operational Efficiency (OE) Officer is accountable for the development of business process analytics & monitoring, business process and systems design and change management activities for assigned grant lifecycle processes, procedures, system solutions and/or data flows, quality & reporting, as part of continuous improvement and/or within Launches. The OE Officer thus contributes to the delivery of the primary business of the Global Fund.
The OE Officer is responsible for:
โข Business process analysis & monitoring, including trend & root cause analysis to identify opportunities for business process redesign and continuous improvement of existing approaches.
โข Business process design, mapping, procedures and RACI development and significant contributions to the associated policy development.
โข Systems design including business requirement development and user acceptance testing design and execution to ensure the quality and timely release of new/enhanced system solutions.
โข Change management development and implementation as part of Launches and/or to address identified user gaps in key knowledge areas and skills.
They collaborate with a wide range of stakeholders within the Global Fund and uses strong interpersonal, communication and diplomacy skills to integrate the perspectives of different stakeholders while ensuring that the regulations, procedures, and systems developed are coherent, user-friendly and streamlined.
Key Responsibilities
The Operational Efficiency Officer is responsible for:
Business Process Analytics & Monitoring
Perform trend & root cause (fishbone) analysis of process performance, user compliance, data quality and other analysis as input into the Launch diagnosis and continuous improvement projects /activities.
Develop and issuance of milestone-driven business process reporting and monitoring tools for distribution to and use by management, to drive continuous improvement.
Contribute to the development of dashboard requirements, testing and release, in collaboration with DASH.
Monitor key operational efficiency metrics and document exceptions to report to senior managers, provide feedback to business sub-process owners and escalate delays and non-compliance.
Business Process Design
Coordinate with the relevant business sub-process owners and the (Senior) Specialist, Operational Efficiency in conducting an integrated diagnostic review to assess the impact of proposed changes to policies and regulations on procedures, systems and data.
Significantly contribute to the business case development for assigned Launches.
Develop and revise grant life cycle processes, process maps, procedures, RACIs and other guidance documents in close consultation with business sub-process owners (Finance, MECA, Risk, A2F, etc.), to ensure alignment with operational policies, as part of a Launch or continuous improvement.
Provide significant inputs on grant management regulations / operational policy updates.
Systems Design
Track and propose future operational systems needs and provide assessment of resource needs and benefits.
Develop business requirements and coordinate with IT on solutions development; review translation into functional specifications; draft test scripts; coordinate with IT and the (Senior) Specialists, Operational Efficiency on data migration strategy, timelines and requirements ensuring data migration and integration is completed on time.
Lead the design & execution of UAT to ensure quality and timely Go Live; collaborate with IT on the elaboration, execution and closure of the user acceptance testing plan for the system delivery of assigned streams, including coordination with business sub-process owners.
Develop system user guidance for issuance.
Change Management
Develop a change management plan and materials (i.e., communications, WalkMe, videos, training, clinics etc.) in coordination with business sub-process owners and GM Change Coordination team, for policy, process and system changes guaranteeing the stewardship of all stakeholders.
Execute change management activities as assigned.
Draft FAQs for policy, process and systems related questions, based on support queries received.
Manage escalations from support teams, providing advice, conducting root cause analysis and defining new resolution procedures.
Validate incident resolutions and enhancement definitions developed by support team and IT.
At the request of the Head, Grant Portfolio Solutions and Support or the Manager and/or (Senior) Specialist, Operational Efficiency undertake additional tasks to allow GPS to flexibly respond to evolving priorities or urgent needs of the Global Fund.
Subject to change by the Executive Director at any time at their sole discretion.
Qualifications
Essential:
University degree inpublic health, finance, economics, business administration, IT, engineering or other relevant area or equivalent professional training.
Desirable:
Advanced degree in any of the above fields
Qualification in project management or equivalent, or work experience in a project management/change management/business improvement capacity
Experience
Essential:
Experience with project management methodology;
Experience coordinating between cross-divisional teams;
Experience implementing organizational change using change management techniques.
Desirable:
At least three years of professional experience, including in busines analytics, business processes analysis and/or optimization , project and/or change management;
Knowledge of the Global Fund and its policies, processes, procedures and IT systems;
Knowledge of Salesforce Platform;
Hands-on experience of Global Fund grants, within the Secretariat, as a Recipient, a Local Fund Agent or a partner organization; and
International development experience, including in an international organization, non-profit or private sector, an advantage.
Competencies
Languages:
An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of other languages would be an asset.
Functional competencies:
Analytical
Business
Country Context
Multicultural Understanding
Operational Policy
Project Management
Technical competencies:
End-to-end process thinking, including business process improvement
Excellent computer skills including PowerPoint, Word and Excel in a Microsoft Windows environment
High quality written and verbal communication skills
Strong presentation and facilitation skills
Change management
Solution oriented root-cause analysis โ ability to create business relevant appropriate and creative solutions
Personal competencies:
Interpersonal diplomacy and interpersonal skills
Responsiveness and proactivity
Conceptual thinking
Ability to manage conflict and provide appropriate solutions
Dealing with Ambiguity
Ability to multi-task, manage competing priorities under tight deadlines
Strong attention to detail
Sound judgment and decision making
Critical thinking and problem-solving skills
Core Competencies:
Global Fund Awareness and Mindset: Helicopter view
Service Orientation: Problem Solving
Drive for Results: Proactive approach
Collaboration: Building relationships
Interaction: Impactful communication: persuasion, influence, developing arguments
Adaptability: Flexibility
The Global Fund recruits top-tier talent for our open positions, in support of our mission to end AIDS, tuberculosis and malaria as epidemics.
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Explore our vacancies and apply on the Global Fund Careers recruitment system.
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More information on working at the Global Fund is available on the Careers section of our main website.
Job Posting End Date13 March 2024