Senior Specialist, Operational Efficiency and Project - GL E

Senior Specialist, Operational Efficiency and Project - GL E - Temporary until December 2022 The Senior Specialist Operational Efficiency and Projects is responsible for assigned Operational Launches and/or other key projects for continuous improvement as part of the work of the Operational Efficiency Team.
They support the Manager, Operational Efficiency in managing and delivering on OE priorities, in particular the assigned Operational Launches and/or other key projects for continuous improvement as well as the periodic monitoring & reporting to GPS and GMD senior management and the Secretariat.
They advise on continuous improvement and management, as well as implementation of best practices related to the operational support to the delivery of the OE work.
They are responsible for the design, operational coordination, implementation and oversight of specific key projects / launches, strategic and special initiatives, and internal and external special requests assigned to the Operational Efficiency Team in collaboration with key internal and external stakeholders.

Key Responsibilities

The Senior Specialist, Operational Efficiency and Projects will:

• Ensure the development of assigned OE Operational Launches and/or other key projects for continuous improvement in consultation with GMD leadership, and lead the OE workplan setting

• Prepare business cases and lead the definition of business/technical requirements or concept notes to support decision making on new project development

• Perform the OE project management role and main liaison officer with key Secretariat resources (IT, Legal, Finance, Sourcing), coordinating the timely delivery of projects, special initiatives, special requests by other GMD departments or the Secretariat

• Facilitate the definition of project scope, goals and deliverables

• Lead the planning and implementation of projects assigned

• Develop full scale project plans; Plan and schedule project timelines; Define project tasks and resource requirements

• Lead the effective operationalization and mainstreaming of project and change management principles focusing on the delivery of key GMD initiatives

• Accelerate the delivery of critical GMD initiatives and projects (Operational Launches, key projects for continuous improvement and policy, process, system and data enhancements) and coordinate the work of external services providers working with key OE business partners

• Prepare and present reports defining project progress, problems, risks, mitigations and solutions

• Assist with the development of project management capabilities within Operational Efficiency with an emphasis on process efficiency, and project delivery tracking and update

• Gather inputs and feedback from end-user operational teams and management and ensure any concerns/inputs are well captured and factored as part of the development, execution and delivery phases of projects

• Develop a progress update for GPS/GMD management highlighting the tracking and monitoring of key deliverables, budgets and timelines, as well as a proactive flagging of delivery risks for resolution or immediate escalation as required

• Develop and monitor a log of all special requests for input by OE from key internal and external clients and report on their satisfactory and timely closure

• Provide proactive guidance and timely support, using solution-orientated approaches, planning, coordination and collaboration with audit and investigations teams on any substantive matter for which OE’s assistance is needed

• Coordinate the periodic preparation of OE deliverables to the MEC on a project management standpoint using a dynamic scheduling approach

• As assigned by the Manager, Operational Efficiency, provide input in Secretariat initiatives affecting or enabling the GMD’s business needs and capacity to deliver on its mandate

• As required, develop policies, procedures, tools and solutions, in consultation with the relevant stakeholders, to address GMD needs in terms of administrative, professional and technical development spanning on all GMD activities

• As required, The Senior Specialist might have people management responsibilities. If the Senior Specialist manages a team he/she ensures that the team members have relevant measurable objectives agreed and the appropriate understanding of the requirements of their role, capacity and skills needed to meet them; engages, motivates and develops their team in order to drive their performance and increase their impact measurably. This includes performance management through regular feedback, coaching and ongoing development discussions.

• Conduct other tasks as assigned by the Manager, Operational Efficiency or the Head of GPS

• Deputize for the Manager, Operational Efficiency in their absence

Subject to change by the Executive Director at any time at their sole discretion.

Qualifications

Essential:

• An advanced university degree in a related field (business management, business economics, finance, change management and/or communication, engineering).

• A university degree in business management, business economics, finance, change management and/or communication, engineering, or a related field is acceptable if complemented with commensurate levels of experience

Desirable:

• Accreditation in a recognized project management methodology, or project management certification.

Experience

Essential:

• Demonstrated progressive experience managing projects and change management initiatives

• Demonstrated professional expertise in project management or significant work experience in a project management /change management capacity

• Experience in strategy and procedures setting at operational and strategic levels

• Proven experience in strategic planning and risk management

• Proven experience handling multiple tasks and balance priorities

• Demonstrated written and oral communication skills and influencing skills at all multiple levels within the organization

• Experience taking the initiative and working independently

• Demonstrated computer skills including Word and Excel in a Microsoft Windows environment, inter/intranet, and experience in Salesforce or similar systems

• Experience identifying and resolving problems in a proactive and timely manner

• Experience gathering and analysing information skilfully, with strong attention to detail

• Proven experience in leveraging organizational skills and client service skills

• Demonstrated expertise on interpersonal and teamwork skills

• Proven experience managing highly confidential matters

Desirable:

• A minimum of 10 years of demonstrated progressive experience managing projects and change management initiatives

• Proven success working in a demanding environment requiring decision-making abilities with limited information or capacity available and under tight deadlines.

• Demonstrated experience in the handling of IT related projects aiming at enhancing business efficiency

• Proven managerial skills including the ability to lead and collaborate effectively in a complex, multi-disciplinary and diverse environments

Competencies

Languages:

An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of other languages would be an asset.

Organizational Competencies:

• Global Fund awareness and mind-set

• Service orientation

• Drive for results

• Collaboration

• Interaction

• Adaptability

Functional Competencies:

• Project Management

• Analytical

• Business

• Operational Policy

• Country Context

• Multicultural Understanding

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Explore our vacancies and apply on the Global Fund Careers recruitment system.

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Job Posting End Date

29 October 2021