Background Information – Job-specific
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries to achieve sustainable development.
UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.
UNOPS has operated as a self-financing entity within the UN system since 1994. Throughout this time, UNOPS has successfully delivered services to other UN entities as well as a variety of partners. UNOPS has, over the years, undertaken the delivery of increasingly complex engagements such as project implementation services for large physical infrastructure projects, multifaceted public health projects, and highly complex procurement assignments.
UNOPS is navigating a period of transformational change internally across all areas of the organization. . Together with the steadily increasing size of UNOPS portfolio, UNOPS leadership structures, management practices, oversight mechanisms, as well as UNOPS ability to collaborate and manage knowledge, are being reshaped and improved through this process.
Working with us
UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.
Diversity
With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.
Work life harmonization
UNOPS values its people and recognizes the importance of balancing professional and personal demands.
Business Transformation and Digitalization (BTD) Programme
As a fundamental part of the organizational change effort, UNOPS is embarking on a digital transformation journey to enhance its operational efficiency, effectiveness, and agility. The Business Transformation and Digitalization (BTD) Programme aims to overhaul processes, systems, and digital capacity of personnel by leveraging digital technologies and solutions and to ensure coherent alignment of our digital architecture and landscape of systems and tools with the core needs of the organization. A programme team is being established to provide business driven leadership for and support to UNOPS digital transformation.
The BTD will impact all parts of UNOPS organization, including headquarters functional business units and geographic (regional) business units, involving both process re-engineering and systems implementation. Each UNOPS functional business unit (Procurement, Human Resources, Finance, Project Management and Infrastructure, Partnerships, and Legal), known internally as practices, will be represented by a Business Process and Change Manager that will act as a representative of the functional entity within which they are embedded.
To support the Procurement Group (PG) Director with the implementation of this ambitious programme, UNOPS is seeking a highly skilled and experienced Business Process and Change Manager.
The Business Process and Change Manager will be part of the PGteam but will work closely with the BTD (in particular, he/she will be working under the coordination of the Digital Transformation Senior Business Process Re-design Manager on the process engineering part of the programme as well as with the Systems Project Manager on the digitalization part of the programme). This requires a deep understanding of the organization, its Procurement policies, tools and processes, both at the strategic as well as the operational levels; as well as a consultative and facilitative approach, to process re-engineering, development of digital systems and reporting.
The BTD is expected to last four (4) years.
Role of the Procurement Practice Business Process and Change Manager
The Procurement Practice Business Process and Change Manager will be responsible for coordinating and driving the process reengineering activities for PG as well as the definition of the functional requirements for PG, under the supervision of the Procurement GroupDirector and in coordination with the Digital Transformation Programme (both the Senior Business Process Re-design Manager and the Systems Project Manager).
The key functions of the role include:
- Act as the central point of contact and coordinator for all business process redesign initiatives for PG, including acting as a representative of the practice but also of regional and field offices interests.
- Identify, analyze, and redesign business processes for PG to align with best practices, enhance operational efficiency, and support the successful implementation of business transformation initiatives (including digital ones), ensuring that reengineered processes and new/improved systems deliver the organization’s digital transformation goals.
- Translate assessments into improvement projects and business solutions, covering both process and IT applications.
- Lead and drive the training, communications, and change management required in order to make the change stick.
The Procurement Practice Business Process and Change Manager reports to the PG Director, who provides broad supervision and guidance.
This recruitment aims to fill an ongoing, full-time position based in Copenhagen, Denmark. Depending on actual needs, BTD Programme may decide to recruit endorsed qualified professionals for contracts with different working conditions (short/long term, part/full-time, retainer, regular or ongoing positions).
Functional Responsibilities
1. Project Planning and Monitoring: In collaboration with the BTD Support Office and Programme Management Office:
- Develop comprehensive project plans for PG business process improvement initiatives, including timelines, milestones, and resource allocation
- Define PG project objectives, deliverables, and success criteria
- Implement robust PG project monitoring mechanisms to track progress, identify risks, and recommend mitigation measures.
- Regularly review PG project plans and adjust as necessary to ensure timely completion of deliverables.
2. Business Process Analysis and Assessment:
- Conduct thorough analysis of existing business processes and identify opportunities for improvement and optimization.
- Collaborate with stakeholders (practitioners in the field and other parties involved) to understand their requirements, pain points, and challenges related to current processes.
- Utilize process mapping and analysis techniques to identify process gaps, bottlenecks, and inefficiencies.
- Collaborate with stakeholders to prioritize processes for reengineering based on their impact, feasibility, and alignment with UNOPS’s strategic goals.
- Drive process improvements and standardization to enhance efficiency, effectiveness, and quality across UNOPS’s PG functional areas.
3. Process Reengineering and Optimization:
- Coordinate and deliver, for PG, the design and implementation of optimized business processes that align with UNOPS’s digital transformation objectives, including the update of policies, guidelines, procedures, process maps and other outputs.
- Assess the operational and functional requirements of the business in order to define standards and identify opportunities for improving performance and optimizing business processes.
- Develops high quality, value-added (in the Lean sense), and responsive PG business processes.
- Participate actively to process redesign workshops, working closely with the Digital Transformation Senior Business Process Re-design Manager, subject matter experts, and other stakeholders.
- Implement industry best practices and innovative approaches to streamline processes, enhance efficiency, and promote automation.
4. Development of Functional Requirements:
- Contribute to the development of PG functional requirements for the UNOPS BTD.
- Collaborate with stakeholders to gather and analyze requirements related to PG business processes, systems, and technologies.
- Participate actively in IT functional requirements definition workshops, working closely with the Digital Transformation Systems Project Manager, Vendors Solutions Specialists, and other stakeholders.
- Translate business requirements into clear and comprehensive written functional requirements documents.
- Ensure alignment of PG functional requirements with the overall programme objectives and organizational strategies.
- Support the testing of new / improved systems
5. Change Management and Stakeholder Engagement:
- Develop and implement for PG change management strategies to ensure smooth adoption of new processes and technologies, with the support of the Digital Transformation Change Management Coordinator
- Establish a communication plan to keep PG stakeholders informed of the progress, achievements, and challenges of the process redesign as well as systems design and implementation projects.
- Engage and collaborate with stakeholders at all levels to obtain buy-in and support for PG process improvement and digitization initiatives.
- Provide guidance and support to PG project teams, practitioners, and stakeholders during process reengineering as well as systems design and implementation efforts.
- Ensure effective change adoption, training, and communication strategies are implemented.
6. Performance Measurement and Monitoring:
- Establish key performance indicators (KPIs) and metrics to measure the effectiveness and efficiency of optimized processes.
- Implement monitoring mechanisms to track process performance and identify areas for continuous improvement.
- Conduct regular performance reviews, analyze data, and provide recommendations for further enhancements.
- Prepare regular status reports, executive summaries, and presentations to update PG Director and relevant stakeholders on the PG process redesign and digitization projects’ overall performance, key milestones, and outcomes.
7. Documentation and Knowledge Management:
- Develop standardized process documentation, including process maps, standard operating procedures, and guidelines.
- Establish a centralized repository to store and manage process documentation and related knowledge assets.
- Ensure that process documentation is easily accessible and updated as per the evolving business needs.
- Foster a culture of continuous improvement within the PG and its community of practitioners, encouraging the sharing of best practices, lessons learned, and success stories.
- Capture feedback and suggestions from stakeholders (particularly PG practitioners), incorporating them into future iterations of the process redesign and system implementation initiatives.
8. Training and Capacity Building:
- Develop and deliver training programmes and workshops to enhance PG reengineered processes and new / improved systems understanding and drive adoption across the organization, with the support of the BTD.
- Provide coaching and guidance to PG practitioners in implementing and maintaining optimized processes and new / improved systems.
- Ensure that process-related documents, functional systems documents and training materials are kept up-to-date and leveraged whenever organizational changes occur.
9. Collaboration and Partnership:
- Collaborate with IT teams, systems project managers, and stakeholders to align business processes and digital solutions and technologies.
- Engage with external partners (including the vendor community), industry experts, and communities of practice to exchange knowledge and best practices.
- Foster a culture of collaboration, knowledge sharing, and continuous improvement within the Digital Transformation Programme.
- Ensure that all appropriate units engaged in Procurement related activities are fully engaged throughout the process (including but not limited to IPAS Procurement, BSSC, UNWB+, QAG)
Impact of Results
The effective and successful performance by the Procurement Practice Business Process and Change Manager 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 effectiveness.
- Improved Service Delivery: By optimizing its processes, UNOPS would be able to enhance its service offerings to its partners and stakeholders. The Business Process and Change Manager’s efforts would lead to enabling UNOPS to provide high-quality services and meet evolving stakeholder expectations.
- Increased Organizational Performance: The successful adoption of optimized processes would enable UNOPS to achieve higher levels of organizational performance. By automating manual processes, reducing errors, and optimizing resource allocation, the Business Process and Change Manager would contribute to improved project outcomes, better financial management, and increased client satisfaction, positioning UNOPS as a leading global project services organization.
- Enhanced Collaboration and Communication: The Business Process and Change Manager’s focus on process optimization in relation to the digital transformation would foster a culture of collaboration and effective communication within UNOPS. Through the dissemination of best practices in process redesign and optimization, the Business Process and Change Manager would facilitate seamless information sharing, cross-functional collaboration, and knowledge management, promoting innovation, synergy, and teamwork among personnel.
- Strategic Alignment and Future Readiness: The Business Process and Change Manager’s successful fulfillment of objectives that would align UNOPS with emerging trends and future demands from partners. By helping implement a robust business and digital transformation, the Business Process and Change Manager would ensure that UNOPS remains agile, and adaptable, positioning the organization as a leader within the UN system for project services.
- Positive External Perception: Achieving the objectives of the BTD (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 Procurement Practice Business Process and Change Manager would be transformative for UNOPS, driving efficiency, effectiveness, and innovation throughout the organization and positioning it for long-term success in the digital era.
Competencies
Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
Education/Experience/Language requirements
Education:
- An advanced degree preferably in Business Administration, Procurement, Supply chain, Public Administration, IT, Economics, or other related field.
- 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. Lean Six Sigma, or other process improvement certifications would be an advantage.
Experience:
- A minimum of 7 years of relevant and progressive professional experience in Procurement is required.
- Recent field experience of at least 2 years is highly desired (included in the minimum 7 years of experience).
- Familiarity with UNOPS or other UN procurement policies, processes, tools and systems is required.
- Experience in facilitating workshops, engaging stakeholders, and managing change is required.
- Experience in business process analysis, redesign, and optimization is highly desirable.
- Familiarity with digital technologies and their application in process optimization and automation is desirable.
- Experience in large scale digital transformation of the Procurement Practice function would be an asset.
Language Requirements:
- Full working knowledge of English is essential.
- Knowledge of another official UNOPS language (French, Spanish) is an asset.
Additional Information
- Please note that UNOPS does not accept unsolicited resumes.
- Applications received after the closing date will not be considered.
- Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
- UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
- Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
- We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
Terms and Conditions
- For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
- For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
- All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
- It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.
