Procurement Process Re-design Specialist

United Nations Office for Project Services

Copenhagen, Denmark

Experience: 3 to 5 Years

Skill Required: HR and Admin

The Process Redesign Specialist will be responsible to drive the redesign of processes, leveraging selected digital technologies. They will be part of PG, reporting to the Procurement Business Process and Change Manager, delivering on process innovation and digitalisation outcomes, as a seconded resource from PID.
This role requires a strong understanding of methodologies and tools for process mapping and simplification, as well as a consultative and facilitative approach to process re-engineering.
The key functions of the role include:
  • Identify, analyze data and re-design business processes for the relevant practice. 
  • Support the Procurement Group Director in the review of policies, taking into account re-designed processes. 
  • Coordinate the process by which re-designed processes are matched with digital technologies, in close collaboration with UNOPS IT and vendors to ensure that practice ambitions and requirements.
  • Support training, communications, and change management required in order to make the change stick.
Functional Responsibilities:
Re-designed processes and policies:
  • Undertake a procurement business processes mapping and in depth-analysis focused on leading practices, tackling structure, quality management, analysis, and their intersection with policies, procedure and implementationIdentify inefficiencies, bottlenecks, and areas for optimization within procurement  processes, addressing both internal and external audit recommendations and assessments.
  • Design, conduct, document and present analysis on procurement processes and data to the relevant stakeholders involved.
  • Provide technical advice on the redesign business processes for the relevant practice, based on market research, practical procurement cases, focus groups and any other technique relevant for the purpose. 
  • Produce detailed procurement business processes redesign specifications for improvement of policies, processes, systems and tools, based on their impact, feasibility, and alignment with UNOPS's strategic goals, in collaboration with various HQ and field stakeholders.
  • Establish a system of feedback and priority in order to guide the design, development, testing, implementation and documentation of procurement business processes, as well as a system of updates on progress and challenges related to process improvement efforts.
  • Conduct a rigorous review of policies, taking into account re-designed processes and UNOPS new policy framework, reporting outcomes to the Director of PG and relevant stakeholders. 
  • Develop a roadmap and provide guidance on how re-designed processes are matched and leveraged by digital technologies, in close collaboration with UNOPS IT and vendors to ensure that practice ambitions and requirements.
  • Ensure that business requirements are accurately aligned with technical specifications and desired user experience.
  • Timely track the execution, progress, and quality of the redesign exercise, collaborating closely with the PID Programme team to design and execute process improvement initiatives. 
  • Under the direct supervision of the Procurement Business Process and Change Manager, constantly monitor the level of maturity of the process redesign exercise.
Documentation and Reporting:
  • Prepare comprehensive technical documentation of process analysis, improvement recommendations, and outcomes.
  • Structure an appropriate  record of project activities, decisions, and progress.
  • Contribute to the preparation of progress reports and presentations for program stakeholders.
  • Track, monitor and report on the implementation of digital transformation initiatives to ensure that they progress according to plan, and escalate any risks and issues in a timely manner.
  • Undertake benefits realization analysis for implemented initiatives to assess the impact on the change in relation to the intended outcomes or KPIs. 
  • Maintain a set of best practices for all processes where the PID Program is involved. 
Stakeholder Engagement and support to change management:
  • Engage and collaborate with stakeholders at various levels to obtain feedback on proposed changes.
  • Gather, integrate and manage stakeholders communication, expectations, reporting requirements, design preferences, and quality criteria.
  • Develop high-level communication and training materials to promote understanding and adoption or reviewed processes.
  • Liaise with the change management and communication team to ensure that the appropriate messaging (content, format and frequency) is sent out to the right audiences to support smooth roll out of projects and change initiatives. E.g., Newsletters, online articles, broadcasts, webinars, among others
Training and Capacity Building:
  • .Create and build capacity with key stakeholders on the use and maintenance of process flowchart and descriptions, KPIs, RACIs, process Governance (scalations), reporting requirements and supporting templates, process interactions (to showcase interactions/dependencies with other processes)
  • Participate in the relevant Communities of Practice to actively interact and gather insights on the procurement process redesign needs, implementation and outcomes.
  • Collect and incorporate lessons learned from training, in order to strengthen the capacity building activities to support the redesign exercise and related PID objectives.
  • Support the development and delivery of training programmes and workshops to enhance practices, reengineered processes and new / improved systems understanding and drive adoption across the organization, with the support of the PID.
Impact of Results:
  • Successful performance by the Process Redesign Specialist would lead to the following impacts:
  • Enhanced Operational Efficiency: The successful implementation of optimized processes would lead to improved efficiency and productivity across the organization. This would result in cost savings, reduced manual workloads, and faster project delivery, ultimately increasing operational efficiency.
  • Improved Service Delivery: By optimizing its processes, UNOPS would be able to enhance its service offerings to its partners and stakeholders. 
  • Increased Organizational Performance: The successful adoption of optimized processes would enable UNOPS to achieve higher levels of organizational performance. 
  • Positive External Perception: Achieving the objectives of the PID (including process redesign) would enhance UNOPS's reputation and image among external stakeholders, including partner organizations, donors, and the wider development community. UNOPS would be recognized as an innovative, technology-driven organization committed to leveraging digital solutions for sustainable development, attracting new partnerships, funding opportunities, and talent.
  • Overall, the impact of a successful PID Programme would be transformative for UNOPS, driving efficiency, effectiveness, and innovation throughout the organization and positioning it for long-term success in the digital era.
Education Requirements: 
  • An advanced degree preferably in  Business Administration, Procurement, Supply chain, Public Administration, IT, Economics,  or other related fields is required.
  • A combination of a Bachelor's degree with an additional 2 years of relevant work experience may be accepted in lieu of the education requirements outlined above.
  • Strong knowledge of business process management methodologies, tools, and best practices, such as Lean Six Sigma, or other process improvement certifications would be an advantage.
Experience Requirements: 
  • A minimum of 5 years of relevant and progressive professional experience in business process analysis and/or redesign, and/or optimization is required.
  • Recent experience of at least 3 years in public procurement (of the overall 5 years of relevant experience) is required.
  • Familiarity with digital technologies and their application in process optimization and automation is highly desirable.
  • Familiarity with UNOPS or other UN procurement policies, processes, tools and systems is an asset.
  • Experience in large scale digital transformation would be an asset.
Language Requirements:
  • Full working knowledge of English is essential.
  • Knowledge of another official UNOPS language (French, Spanish) is an asset.