Project Coordinator, Business Process Implementation

Bonn

Organization: UNDP - United Nations Development Programme
Location: Bonn
Grade: Mid level - NPSA-10, National Personnel Services Agreement
Occupational Groups:
- Operations and Administrations
- Human Resources
- Project and Programme Management
- Managerial positions
- Sustainable Business Development
Closing Date:

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Office/Unit/Project Description

The United Nations Volunteers (UNV), a programme administered by UNDP, is the UN system's common service promoting volunteerism to support peace, development, and humanitarian action worldwide. Volunteerism can transform the pace and nature of development and benefit both society at large and the individual volunteer. UNV contributes to global progress on the Sustainable Development Goals by advocating for volunteerism, encouraging partners to integrate volunteerism into development programming and humanitarian response, and mobilizing volunteers to enhance UN system impact at the country level.

In 2024, UNV conducted a comprehensive review of business processes in the volunteer management cycle to enhance the quality and timeliness of outcomes, improve process efficiency, and remove unnecessary transactions and redundant interactions. The final project report contains 126 recommended solutions for implementation. The purpose of this assignment is to ensure and facilitate the implementation of prioritized action by providing support to business owners and conducting monitoring of progress; further to report to management and the Steering Committee on progress; and to facilitate resolution or escalate issues when implementation is off track.

The Volunteer Solutions Section (VSS) is responsible for providing robust and innovative volunteer service offer and solutions to the UN system and leads business process improvement, in close cooperation with other business units and headquarters, regional, and country-level. The overall objective of the Project Coordinator role is to ensure that the organizational investment in business process improvement delivers the intended benefits through timely implementation in accordance with approved plans.

Scope of work

The Project Coordinator manages the implementation of the business process recommendations and facilitates coordination amongst stakeholders, including the Business Process Streamlining (BPS) Steering Committee.

Timely implementation, monitoring, and reporting

Develop an aggregate, simple, accessible, and clearly structured work plan to guide the implementation of approved business process reforms.
In breaking down the aggregate plan, work closely with business process owners and support them as needed in outlining the tasks, timelines, and resources required. The plan will include clear milestones and deliverables.
Prepare structured presentations to describe and present options and choices within implementation to the Steering Committee, clearly highlighting trade-offs in time and cost for deliberation and decision making.
Serve as Secretariat to the BPS Steering Committee, by supporting the Chair(s) in preparing the agenda, records, and following up on the implementation of decisions.
In coordination with Business Process Owners, make recommendations to the Steering Committee based on their criticality and impact.
Facilitate the implementation of accepted BPS recommendations.
Monitor, track progress and make this information available and accessible to the wider UNV staff collective.
Prepare reports on progress as required by the management and Steering Committee, including a final report upon completion of each business process.
Identify potential risks and develop mitigation measures.
Identify challenges and bottlenecks and escalate issues for management attention.

Coordination, change management, and communication

Identify change sponsors within the organisation and build a change strategy for the organisation to navigate change in business processes.
Develop and implement a comprehensive communication plan to engage stakeholders, tailored for specific stakeholder groups (mainly internal, but could also involve externals).
Guide relevant UNV units in communicating user-friendly results proactively to internal and external clients.
Coordinate and collect feedback from staff involved to ensure alignment and address concerns.
Create communication materials such as newsletters, emails, and presentations to convey project progress. Work closely with the Communications team to ensure adherence to UNV communication protocols and profile.
Monitor the effectiveness of communication and adjust as needed.
Provide guidance for collaborative workshops, where needed.

Training and knowledge management

Identify training needs for successful implementation, coordinate with training providers, and organize training sessions.
Ensure stakeholders are aware of changes and accompanied through implementation.
Monitor the progress of training activities and gather feedback to improve the training package.
Ensure the proper documentation and organised archival of all records pertaining to the process, securing the recording of knowledge and decisions.

The incumbent is expected to perform any other duty as deemed necessary for the efficient delivery of the Business Process Streamlining project.

Institutional Arrangement

The Project Coordinator will work under the general guidance and supervision of the Head of the Volunteer Solutions Section and the day-to-day supervision of the Operations Specialist, Efficiency and Quality Assurance, Volunteer Solutions Section. The Project Coordinator will also work under the guidance of the Chair of the Steering Committee / UNV Senior Management and collaborate / dialogue with other managers and staff across the organization, with a particular focus on supporting Business Process Owners in realizing change.

Methodology

Work planning through a Gantt chart or similar tool
Analysis of existing reports (follow up with BPS consultant for clarification as needed)
Data analysis and reporting
Stakeholder consultations
Methodology as related to change management
Presentations and information sharing

Core Competencies

Achieve Results

Set and align challenging, achievable objectives for multiple projects, have lasting impact

Think Innovatively

Proactively mitigate potential risks, develop new ideas to solve complex problems

Learn Continuously

Create and act on opportunities to expand horizons, diversify experiences

Adapt with Agility

Proactively initiate and champion change, manage multiple competing demands

Act with Determination

Think beyond immediate task/barriers and take action to achieve greater results

Engage and Partner

Political savvy, navigate complex landscape, champion inter-agency collaboration

Enable Diversity and Inclusion

Appreciate benefits of diverse workforce and champion inclusivity

Cross-Functional & Technical competencies

Strategic Thinking

Develop effective strategies and prioritised plans in line with the organization’s mission and objectives, based on the systemic analysis of challenges, opportunities and potential risks; link the general vision to reality on the ground to create tangible targeted solutions; learn from a variety of sources to anticipate and effectively respond to both current and future trends; demonstrate foresight

Risk Management

Identify and organize action around reducing, mitigating, and proactively managing risks

Change Management

Initiate, design, and ensure successful implementation of organisational change; prepare and support individuals and teams in implementing change

Effectiveness

Thematic evaluation of management responses

Innovation

Visualization and Mapping

Digital

Data literacy - Understand the potential and the limitations of using data-driven innovation. Ability to use a mix of data sources (quantitative, qualitative, or real-time techniques) to develop understanding, identify patterns to inform decision making, or identify opportunities for further exploration.

Required Skills and Experience

Minimum Academic Education:

Advanced university degree (master's degree or equivalent) in of relevant experience in operations, programme support and/or project management at an international level. Or
A first-level university degree (bachelor’s degree) in the above -mentioned fields of study, in combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.

Minimum years of relevant experience:

Minimum of 5 years (with master’s degree) or 7 years (with bachelor’s degree) of relevant experience in operations, programme support and/or project management at an international level. Experience with project planning, monitoring, and reporting is required
Experience with international organizations is a strong asset

Required skills and competencies:

Project management skills
Strong presentation skills
Strong documentation skills
Expert use of computers, IT software packages (MS 365)

Desired skills in addition to the competencies covered in the competencies section:

Knowledge of digitally driven business process improvement
Knowledge of business processes improvement projects is highly desirable
Knowledge of project budget management and reporting is desirable.
Certificate in project management is an asset.

Language Requirements:

Fluency in English is required;
Knowledge of French or Spanish is an asset.

Disclaimer

Note:

Only short-listed applicants will be contacted;
The successful candidate will hold a UNDP letter of appointment;
This post is for local recruitment only. It is open to citizens of the European Union (EU) member states or holders of residence and unlimited work permits for Germany. All travel, interview and relocation costs, if any, incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant.
Applicants should upload proof of residency or a work permit for Germany to their application in order to be considered for this selection process.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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