Vertical Fund Systems and Procedures Specialist

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Job Description

Scope of Work

The Systems and Procedures Specialist will support the Vertical Fund Hub by advising on how to translate upcoming policy changes into procedural and system changes and leading on the development and implementation of a capacity building component for all levels of colleagues working on Vertical Funds projects from Country Office to Regional Hub and HQ. The Specialist will translate Vertical Fund policy changes into standard operating procedures (SOPs) and guidance, and simplify, streamline and consolidate existing documentation. The Systems and Procedures Specialist will also be responsible for integrating the SOPs and corresponding updated workflows into the dedicated Vertical Fund Project and Information management system (PIMS+), and for developing and implementing a strategic training and capacity building initiative for VF project colleagues to support adoption and adherence to the SOPs and guidance.

The Systems and Procedures Specialist will be expected to:

Gain a deep understanding of VF policy and how upcoming changes will affect relevant internal procedures and systems. Using this knowledge, the Specialist will engage in strategic discussions with the VF Hub Executive Coordinator and Leads on Policy and Programme Support, to develop a plan for revamping the VF Hub ecosystem of guidance, SOPs and workflows to adapt to the signals of change.
Advise on how to improve clarity, streamlining and robustness of VF-relevant guidance materials through desk review, analysis and discussions with colleagues on trends related to project performance delays and areas of risk.
Identify areas of synergy across VF Hub and relevant UNDP landscape of systems and digital offerings including PIMS+, Quantum, and corporate dashboards to advise on process streamlining and where more robust guidance would greatly support efficient and effective design, implementation and reporting of VF funded projects.
Identify and advise on detailed technical and workflow changes to the VF Hub project information management system (PIMS+). Develop documentation for workflow changes that will need to be made to achieve greater efficiency and effectiveness across the platform. Write specifications to integrate new workflows into PIMS+ and coordinate with PIMS+ team to develop, test, and demo these updates.
Develop and update guidance and SOP documents, as per the developed plan, ensuring coherence and consistency on approach, language, and templates.
Develop strategic training plan and approach to engage colleagues implementing, advising on, and quality assuring VF projects at Country, Regional and HQ levels. Devise a process and timeline for the creation and implementation of multimedia training packages that align with the various policy, procedural and system changes that will be happening throughout the year.
Deliver online trainings to build capacity of relevant colleagues to absorb and incorporate the materials in their work with VF funded projects.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Specialist will work remotely from his/her home-base;
The Specialist will report to the Executive Director, VF Hub based in New York/UNHQ. S/he will engage with UNDP colleagues in Country Offices, Regional Hubs, and HQ staff, as appropriate;
The Specialist will be given access to relevant information necessary for the execution of the tasks under this assignment;
The Specialist will be responsible for providing her/his own workstation (i.e. laptop, internet, phone, scanner/printer, etc.) and must have access to reliable internet connection;
Given the global consultations to be undertaken during this assignment, the Specialist is expected to be reasonably be flexible with his/her availability for such consultations taking into consideration different time zones.
Minimum Qualifications of the Successful IPSA

Min. Education requirements

Advanced university degree (Master’s degree or equivalent) in Business Management, Public Policy, International Relations, or closely related fields is required, or
A first-level university degree (Bachelor’s degree) in the said fields, in combination with two additional years of relevant experience will be taken into consideration in lieu of advanced university degree.

Min. years of relevant work experience

Minimum of 7 years (with Master’s Degree) or 9 years (with Bachelor’s Degree) of relevant experience developing detailed guidance and SOPs for systems and procedures related to organizational policy.

Required skills

Experience developing guidance materials, SOPs and workflows for complex processes and policies is required;
Experience developing and delivering training, capacity building sessions, and courses virtually is required;
Full computer literacy in Microsoft Office programmes

Desired skills

Previous work experience in UNDP or UN system having gained a demonstrated understanding of project and programme implementation, standards and requirements;
Experience and/or familiarity with environment and climate vertical funds, such as the GCF or GEF;
Experience working with cross-cultural teams dispersed across various geographic locations.
Demonstrated ability to build capability in agile ways of working, innovation, co-design and design thinking;
Strong communications skills, including drafting and writing of clear documents and facilitation of workshops and webinars;
Ability to translate complex, abstract ideas and concepts into practical exercises and accessible tools for learning and decision making.

Required Language(s)