Project Management Officer, Health Product Demand Planning & Implementation - GL C - Temporary position until December 2024 (Reposted)
Many of the health programs financed by Global Fund grants include the procurement of goods and services (approximately US$2 billion a year).
The Supply Operations Department offers a delegated procurement service to the Principal Recipients of the Global Fund to secure, facilitate and accelerate the procurement and supply of the health products required to implement the programs. To ensure better response to the ongoing and future requirements the Global Fund is looking to strengthen its end-to-end processes of health product procurement and supply from needs assessment, demand planning to implementation management and reporting.
In order to effectively manage the health product procurement and supply for ongoing program implementation and to prepare and respond to emergencies, the Global Fund needs an integrated forecast demand planning system for all the health products (services) that are appropriated by the grants. These cover approximately 150 countries and over 200 grants and span across over 3000 health products (pharmaceuticals, prevention, and diagnostics) that need to be managed and synchronized over the grant lifecycle of typically 3 years. The Global Fund is looking to develop a robust yet agile demand planning process (including instituting an S&OP process) that allows dynamic data collection and information management in a controlled manner. These activities will need to be facilitated by technology that drives the desired integration of governance, process and produces, smart controls and high adaptive reporting capacities.
Over time, structured demand planning management and real-time information flow regarding the procurement and supply of health products will allow the Global Fund to strengthen the systemwide procurement and supply chain capabilities on the global, regional and national level, and inform key sourcing interventions on supply capacity, access at the most advantageous value proposition of quality, cost and delivery time.
The Project Management Officer, Health Product Demand Planning & Implementation, Supply Operations, together with the Health Product Management Focal Point, Plan-To-Report, Grant Management, is responsible for the overall success of the project and provides support on the following activities:
• Day-to-day project management including continuous project planning and progress monitoring, identification of risks and issues, facilitating of core project team meetings, and alignment across teams; collaboration with the project stakeholders within the organization (across departments) as well as outside of the organization (consulting team, country organizations)
• Preparation of key documents for project sponsors and senior leadership; and briefing of all parties involved for critical decision-making
• Operational project support in terms of content development and day-to-day project activities per the following:
• First phase: development of the case for change, validation of key processes to be redesigned for efficiency/effectiveness improvements, collection of structured and prioritized business requirements, process mapping, initiation of acquisition process
• Second phase: selection of the appropriate system solution (working with IT Department), alignment of roles and responsibilities on updated and new processes to be implemented
• Third phase: design, test and roll-out of the solution and implementation of new/updated processes throughout organization
• Change management and training of users (for specific system).
Key Responsibilities
In close collaboration with the Health Product Management Focal Point, Plan-To-Report, Grant Management:
Project management and day-to-day support in project implementation
Phase 1:
- Track, monitor and steer the work of the consultancy service provider commissioned to support the first months of this project
- Support the collection of structured business requirements from all stakeholders who will be impacted by the future processes: internal teams as well as Principal Recipients (PR) representation through focused workshops
- Ensure proper scoping and prioritization
- Support the development of detailed end-to-end process maps
- Support the acquisition process for technical system to be used.
Phase 2:
- Supporting IT department to coordinate the run of the acquisition process including:
- Provide answers to questions from bidders
- Support the demonstrations and the technical evaluation of solutions as part of the acquisition process
- Facilitate the selection of the most suited system solution
- Conduct working sessions within the organization to align on roles and responsibilities for new/updated processes..
Phase 3:
- With the support of IT, review the design of the solution to ensure maximum coverage of business needs and possible future roadmap
- Run a design authority to:
- Ensure business teams support the design decisions and any compromises or prioritizations that will have been designed.
- Provide clarifications to the design team as needed.
- Support User Acceptance Testing
- Support Data migration where needed
- Agree and monitor go live planning, including rollout of new/updated processes.
Stakeholder management, change management
- Through-out: Report progress and bring decision points to the Steering Committee of the project
- Map all stakeholders and understand supporters/opponents to the project, design action plan to ensure adequate support from all
- Communicate internally and externally with relevant stakeholders, build and manage network of change champions
- Prepare future governance of the project in steady state.
Training
- Design training plan and ensure preparation of appropriate training material
- Support training of relevant stakeholders in advance of go-live Plan for continuous training of new users.
Subject to change by the Executive Director at any time at their sole discretion.
Qualifications
Essential:
- Advanced university degree in business or public administration, management, computer sciences, procurement, health, or other relevant disciplines.
Desirable:
- Project Management Certification (Prince, PMI, PMP, ITIL…) or equivalent experience in project management.
Experience
Essential:
- Extensive and progressive experience in project management
- Experience in conducting consulting or advisory engagements with a focus on process efficiency and effectiveness, preferably with a major multilateral organization, business or international consultancy firm
- Specific experience in Supply & Operations Planning system design and operationalization
- Experience working on-the-ground in acountry that the Global Fund supports.
Desirable:
- 5+ years of project management experience
- Experience in technology/IT transformation
- Experience in international development, grant making organizations
- Experience with health product procurement and/or supply chain, and pharmaceutical and health technology settings.
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:
- Business: Level 2
- Communications: Level 1
- IT: Level 1
- Procurement and Supply Chain: Level 1
- Project Management. Level 2
Other Competencies:
- Rigorous, structured thinker, with strong attention to detail
- Results and action-oriented, with ability to multi-task and manage competing priorities under tight deadlines
- Strong interpersonal skills with an ability to work in a multi-cultural environment with a variety of stakeholders
- Negotiation and influencing skills with ability to manage conflict and provide appropriate solutions
- Project and performance management skills
- Excellent written, oral and presentation skills
- Sound judgment with ability to provide high-quality solutions and appropriate alternatives in planning and decision-making
- Proficiency in business process mapping, analysis, improvement and performance measurement
- Excellent computer skills including PowerPoint, Word and Excel.
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Job Posting End Date24 March 2024
- Project Management Certification (Prince, PMI, PMP, ITIL…) or equivalent experience in project management.
- Advanced university degree in business or public administration, management, computer sciences, procurement, health, or other relevant disciplines.
- Supporting IT department to coordinate the run of the acquisition process including: