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TA - Process Lead (Procure to Pay), in Budapest, Hungary

Budapest (Hungary)

  • Organization: UNHCR - United Nations High Commissioner for Refugees
  • Location: Budapest (Hungary)
  • Grade: Level not specified
  • Occupational Groups:
    • Managerial positions
  • Closing Date: 2021-05-11

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Terms of Reference

Temporary Appointment
Process Lead, Procure to Pay, P4,
The Cloud ERP Project, in the Business Transformation Programme

UNHCR, the UN Refugee Agency, is offering a Temporary full-time position within the Division of Emergency Security and Supply (DESS ), Supply Management Service (SMS) in Budapest, Hungary. The UN High Commissioner for Refugees (UNHCR) is a global United Nations organization which mandate is to protect and assist refugees and other persons of its concern world-wide and to seek durable solutions to their plight; UNHCR is present in 134 countries with offices in 546 locations.

Title: Process Lead, Procure to Pay
Project: The Cloud ERP Project, Business Transformation Programme
Duty Station: Budapest, Hungary
Service/Division: Division of Emergency Security and Supply (DESS )                                   Supply Management Service (SMS)
Supervisor: Divisional Business Coordinator, DESS
Duration: 1 year, extendable
Contract Type: Temporary Appointment
Contract Level: P4
Closing date: 11 May 2021
Start date: ASAP

Organisational context
UNHCR, the UN Refugee Agency, is a global organization dedicated to saving lives, protecting rights and building a better future for refugees, forcibly displaced communities and stateless people. UNHCR has initiated a Business Transformation Programme (BTP) to improve its business and results.
Within the context of the Business Transformation Programme (BTP), UNHCR¿s strategy for Financial Management (FM), Contributions Management (CM), and Supply Chain Management (SCM) is to realize the vision of the functional divisions by implementing new and more agile ways of working, addressing key business challenges, and increasing capabilities.
This component of the Business Transformation Programme (BTP) is called the Cloud ERP Project; it is a key element of the transformation. The Project aims to provide UNHCR with new operational, planning and back-office systems using digital-era cloud technologies and modern Enterprise Resource Planning (ERP) solutions. The project will deploy the Oracle Cloud ERP SaaS offering, for the related functional process areas.
The Procure to Pay (P2P) process workstream of the Project connects the Sourcing, Contract Management and Ordering processes, with Item and Supplier Management, to ensure streamlined request, order, receipt and payment process. It also supports the Travel process. Additionally, the workstream must consider integration with the other Cloud ERP Project workstreams: Budget-Finance to Report, Grants and Projects, and Inventory and Logistics, and other applications and solutions within the UNHCR Applications Landscape; for example, COMPASS , Workday and Salesforce.

Duties and responsibilities
The incumbent will direct and coordinate the process design and deployment aspects of the Cloud ERP Project, for the Procure to Pay workstream.
The main role of the position is to support the successful transition of UNHCR into new and improved processes, systems, and workforce design required to realize the benefits set for by UNHCR¿s Cloud ERP Project and the related 2025 Vision of enabling functions.
Reporting to the DESS Business Coordinator, and in coordination with the overall project Business Coordinator and the Project Manager, the incumbent will be accountable and responsible for the following.

¿ Ensure business requirements are expressed, understood, and taken into consideration in the definition of future business processes.  This includes standardization of business processes based on industry-leading practices.
¿ Ensure Workstream Outputs are delivered according to the appropriate quality, in a timescale and at a cost acceptable to the Project Steering Committee.
¿ Support a general mindset transformation in support of the realization of UNHCR¿s vision of services provided by the enabling functions.

¿ Undertakes all tasks allocated by the project management team, in accordance with the Project Plan and reports progress on allocated tasks.
¿ Based on confirmed business needs, plans and directs the design of the business processes to be addressed within the workstream.
¿ Works closely with all the stakeholders, in headquarters, regions and countries, with proactive sharing of expertise and proposals to ensure the efficiency of processes that are decentralized in the field operations. In doing so, confirm that UNHCR procurement and other relevant policies and guidelines are addressed within the procure to pay business transformation requirements.
¿ Ensures decisions on business process design, and their required timeframe, are communicated and understood by process owners, and that related issues are addressed as required to meet project milestones, including the drafting of recommendations on decisions and paths of action.
¿ Ensures that a business case is documented and agreed for any Extensions which are identified as required, with pros and cons, and an estimate of cost across a 10-year period.
¿ Addresses issues for the Procure to Pay workstream, documents identified risks, and supports coordination of solutions, escalating where necessary.
¿ Provides leadership in managing the workstream in collaboration with members of other functional teams.
¿ Maintains all required documentation relating to the execution of allocated tasks and supports the Process Owners in the finalization of project documentation.
¿ Rapidly understands and learns the functionalities offered by the Oracle Cloud ERP solution, in the area of responsibility.  Communicates and transfers that knowledge to Process Owners and other team members.
¿ Supports the Change Management Team, the overall project Business Coordinator and the Divisional Business Coordinators in the design and execution of the business adoption and communication strategies.
¿ Supports the DESS Business Coordinator and the Process Owners in advocating for the benefits of the Project and the solution to be deployed.
¿ Assists the DESS Business Coordinator, overall project Business Coordinator, and the other Divisional Business Coordinators in providing advice and concrete suggestions to executive and strategic management, who are responsible for supporting the organizational change initiative.
¿ Perform other duties as required.

The Procure to Pay Process Lead will not work in isolation, the incumbent will be part of a team led by the DESS Divisional Business Coordinator, and will work in close coordination and alignment with the overall project Business Coordinator, the other Divisional Business Coordinators and the Process Owners of the other functional areas. The Procure to Pay Process Lead will be expected to build a close relationship and a true team dynamic within the Project and stakeholders, to ensure the success of the Project.

Essential minimum qualifications and professional experience required
¿ University degree in Procurement - Supply Chain Management, Engineering, Finance, Law, International Commerce, Information Technology, Business Administration, (or other relevant field or equivalent experience).
¿ Minimum 9 years of experience with undergraduate degree (8 years with graduate/7 years with PhD) at professional level in progressively responsible functions in Procure to Pay.
¿ Solid understanding of the integration between different functions and end-to-end processes in Supply Chain Management
¿ Excellent communication and relationship management skills with the ability to influence and get buy-in from people not under direct supervision.
¿ An outgoing personality and a team player with service-oriented attitudes.
¿ Proven ability to deal with multiple tasks in a courteous and service-oriented manner, in demanding working conditions that often have short deadlines.
¿ High ethical and professional standards.
¿ Excellent knowledge of English (written, oral and comprehension).
¿ Proficient with Microsoft Office tools.
¿ Ability to travel upon short notice up to 25% of the time.

Desirable skills and professional experience
¿ Project Management Certification, PRINCE2 or similar
¿ Experience in projects which have implemented large-scale ERP Supply and Financial Management solutions such as Oracle, SAP or Workday.
¿ Certified by the Proc & Supply Fellowship-CIPS, APSO/UNDP Procurement, or other UN procurement and logistics training ¿ such as IAPSO and UNDP.
¿ Financial management knowledge and understanding of UN and UNHCR financial rules, accounting principles, and budget management will be considered as a plus
¿ Exposure to change management, customer experience, quality assurance, and communications.
¿ Prior experience in humanitarian or development sector or working in developing and/or conflict-affected countries.
¿ Knowledge of UNHCR¿s other working languages (e.g. French, Spanish).

The successful candidate will be based in Budapest, Hungary.

The Temporary Appointment is for one year and can be extended. It is a full-time role.

The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.

Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees). Please note that the closing date for this TA advertisement is Tuesday 11 May 2021 (mid-night Geneva time0.
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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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