1. Organizational context
The position is located in the Support Team of the Procurement and Travel Division, Administration and Management Sector. The Division aims to provide responsive, effective and quality procurement services and business advice, while achieving the best value for money and ensuring a fair, competitive and transparent process in accordance with sound procurement principles.
The Division is responsible for the procurement of general supplies, equipment, furniture, consumables and professional services provided by private commercial entities, for carrying out tendering processes and the establishment and administration of contractual agreements as well as for the purchase of goods and/or services to support WIPO's various programs in Geneva and in WIPO Member States. The Division also handles all travel administration for WIPO staff members and third party travelers, as well as contracts with individuals.
The Senior Functional Analyst plays a key role in the efficient and effective integration of the Procure to Pay and Travel to Settlement processes into the Enterprise Resource Planning system (ERP-PeopleSoft) system of the Organization and is responsible for documenting, simplifying and streamlining the business processes of the Division.
The incumbent works under the supervision of the Director of the Division.
2. Tasks and responsibilities
The incumbent will perform the following principal duties\:
(a) Design, implement, maintain and further develop strategies for the business areas of procurement and travel using Oracle PeopleSoft solutions or other applications
(b) Manage projects and define and/or oversee the development of functional specifications, requirements, business solution design, resource requirements, prototyping and testing, the timing of deliverables and operational deployment.
(c) Develop effective reporting tools, including Business Intelligence, to ensure that data and information requirements for stakeholders are met. Produce timely and reliable reports for the Division and management.
(d) Assess the functionality of operational processes and identify opportunities for simplifying, streamlining and enhancing processes and systems in order to increase efficiency. Define and document business processes, produce data and process flow diagrams and maps.
(e) Prepare, maintain and update documentation and user guides on business processes and IT systems and tools. Develop, conduct and coordinate user support and training.
(f) Identify and document specifications for application integration, interface and reporting requirements jointly with ERP technical support teams.
(g) Conduct research on specific topics as assigned, evaluate data, present results and prepare reports for management.
(h) Monitor and administer the master data for Procurement and Travel. Ensure the required quality level to sustain optimal operations efficiency.
(i) Supervise other team member, determine priorities and ensure completion and timely and quality delivery of work products in accordance with results-based management.
(j) Perform other duties as required.
Advanced university degree in Information Technology or related discipline. A first-level university degree plus two years of relevant professional experience in addition to the experience requested below may be accepted in lieu of an advanced university degree.
Project management certification, preferably Prince2.
At least nine years’ relevant professional experience including substantial experience gained in a procurement or finance-related function.
Experience in business process analysis and modeling.
Experience working with an ERP system, reporting and data analytics, and travel management tools.
Project management experience.
Excellent knowledge of written and spoken English.
Knowledge of French.
Sound knowledge of procurement operation procedures and processes including Procure to
Pay modules in an ERP.
Sound knowledge of travel management applications and tools.
Advanced user of Excel or other database tools.
Good training and presentation skills and ability to communicate technical subjects to non-technical audiences;
Good communication and interpersonal skills with the ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
Good organizational skills, with the ability to work under pressure and successfully prioritize tasks in order to manage multiple commitments and deadlines.
Good analytical and problem-solving skills.
Competent user of Microsoft Office applications (Word, Outlook, PowerPoint) and the internet and the ability to adapt quickly to new software.
Technical and functional knowledge of Oracle PeopleSoft, more specifically Procure to Pay, Business Intelligence and travel management tools.
4. Organizational Competencies
1. Communicating effectively.
2. Respecting individual and cultural differences.
3. Showing team spirit.
4. Managing yourself.
5. Producing results.
6. Embracing change.
7. Respecting ethics and values.
WIPO Managerial Competencies
1. Creating a stimulating work environment
2. Planning and managing resources
3. Promoting change, innovation and learning
4. Building and promoting partnerships