Retainer International Consultant: Automation and digitalization of internal processes Specialist
I. Organizational context
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace, and security. Placing women's rights at the center of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides solid and coherent leadership supporting Member States' priorities and efforts, building effective partnerships with civil society and other relevant actors.
UN-Women focuses on integrated approaches to address the root causes of inequality from a perspective of the transformation of the systems that perpetuate gender inequalities and discrimination and with a peacebuilding approach:
- women's voice, leadership, and female autonomy
- strengthening of global normative frameworks, and gender-responsive laws, policies, and institutions that promote gender equality at the national and subnational levels
- Effective participation and protection of women in all areas of peacebuilding, security, and humanitarian action
- women's equitable access to services, goods, and resources
- financing for gender equality and economic empowerment
- positive social norms, including through engaging men and boys
- production, analysis, and use of gender statistics, sex-disaggregated data, and knowledge; and
- UN system coordination for gender equality and women's empowerment
The Strategic Plan 2022-2025 aims to achieve gender equality, the empowerment of all women and girls, and the full enjoyment of their human rights. The Strategic Plan is anchored in the Convention on the Elimination of all Forms of Discrimination against Women (CEDAW), the Beijing Declaration and Platform for Action, UN Security Council resolutions on Women, Peace, and Security (WPS), the Programme of Action of the International Conference on Population and Development, and other relevant intergovernmental outcomes, such as resolutions of the General Assembly and agreed conclusions of the Commission of the Status of Women. UN Women contributes to the gender-responsive implementation of the 2030 Agenda for Sustainable Development, SDG 5 on gender equality at the center of the SDGs and in coordination with all the other Goals to ensure comprehensive progress.
Since 2020 UN Women´s office for the Americas and the Caribbean has implemented a digital transformation strategy and automated more than 85 business processes using a Microsoft-based solution that includes operational and programmatic processes.
The internal process automation consisted of five steps:
- mapping the roles of each position
- designing the programming of automation
- virtualization training to users
- analyzing gathered data
- sharing the information with all the personnel in the AC region
The pandemic accelerated this process, which has allowed the organization to work more efficiently.
The current context of digital transformation at the UN Women regional office responds to two dynamics: first, the new hybrid working modality, and second, the transition to new ERP tool (Oracle).
UN Women seeks to achieve digital transformation by implementing tools for optimizing organizational processes, avoiding duplication, and shortening processing times based on the Policies, Procedures, and Guidelines Framework (PPGF). For this purpose, UN Women seek to hire an Automation of internal processes and digital transformation Specialist.
III. Consultancy objective
This consultancy's main objective is to provide digital solutions advisory to UN Women's Regional Office for the Americas and the Caribbean to improve process automation, manage digitalization of internal operational and administrative processes more efficiently, and contribute to a smooth transition to the new system (Quantum) through a technical support and specialized accompaniment.
Duties and Responsibilities
The successful performance of the incumbent will effectively contribute to the development of quality projects/programmes reports. In particular, the consultant is expected to carry out the following functions, activities, and tasks:
- Capitalization of the virtualization experience for the Americas and the Caribbean
- Identify and analyze opportunities for continuous improvement of internal processes automation
- Update the Forms for tasks according to areas / processes RACIs in accordance with current regulations (procurement, finance, human resources, among others).
- Carry out the programming of the platform according to the inputs provided by different units.
- Validate the re-designed processes both with those responsible for the processes and with the users.
- Support and provide inputs for the Change Management strategy based on the monthly analysis carried out.
- Research, evaluate and recommend new technological tools when necessary.
- Support with design of programme and operations business processes flows
- Support in the revision of the SOPs and workflows of the different work areas of the organization when necessary
- Train UN Women colleagues on usage of internal systems as well as on the availability and reliability of internal data.
- Carry out monthly analysis of activities carried out and data obtained
2. Support regional office and country offices in Quantum transition
- Read and understand Quantum guidelines to replicate the information with the regional office and country offices.
- Support the capacity building strategy with colleagues from the whole region and train personnel on Quantum according to corporate materials.
- Participate in the check-up meetings with the DRD, OM and the different work teams
3. Assistance with the implementation of new systems and virtualization tools
- Assist users from regional office and country offices regarding to new virtualization tools.
- Provide virtualization tool troubleshooting for systems usage
- Make corporate trainings for personnel in accordance with new hybrid work modalities.
- Develop quick and friendly user guides for the whole region.
4. Monitoring usage of new systems and virtualization tools
- Provide recommendations for continuous virtualization improvement by summarizing it in an Optimization Plan
- Constant monitoring of workflow effectiveness and task assignment in each area
- Manage and keep the Communities of Practice up to date (COPs)
- Asist in the creation of documentation regarding status quo and future processes and requirements
- Identify data and information gaps and follow-up with respective information owners in order to ensure management-level data integrity, consistency, and usability
V. Contract execution arrangements
The "Retainer" hiring modality implies that the consultant will be hired for a daily fee. A maximum cumulative value will be established, which will be maintained as the upper limit and should not be interpreted or understood as a financial commitment or guarantee of business volume on UN Women. It is not exclusive, which means that the parties are open to entering another contract/s with another person or entity.
The specifications for each product requested, the number of working days and deadlines will be negotiated and agreed upon with UN Women and the consultant on a case-by-case basis. Before starting any work, the consultant should confirm his/her availability in writing to carry out the tasks assigned by each request and/or order.
The consultant will be responsible for all supplies required to carry out the work, such as equipment, assistant fees, food, and local transportation. The holder should calculate the value of all costs related to the work's performance and include them within the "day/job" price in his/her financial offer.
Financial commitments will be established each time services are requested under the framework contract, through the management of a purchase order agreed between the parties specifying the scope, products, and expected results and approved purchase order, as an indication of the start of the provision of services.
Payment will be disbursed upon satisfactory delivery of the products, previously approved by UN Women, and against delivery of a signed Certificate of Payment (COP).
It is the consultant's responsibility to have health insurance for the period of the contract. It is recommended that they include medical coverage for illnesses related to COVID-19. Medical coverage must be international in cases where the contract requires international missions or assignments. If selected for this position, proof of medical coverage will be required within the first two months of the contract.
VI. Performance monitoring and evaluation
The Automation and digitalization of internal processes Specialist consultancy will have primary supervision of the Regional Operations Manager for the Americas and the Caribbean and secondary supervision of the Deputy Regional Director.
The consultant is not a United Nations staff member and will carry out the activities related to their consultancy in a virtual way, from their workspace under the work plan.
Three months after the beginning of the consultancy, an evaluation of the selected person's performance and the products produced will be carried out. In case of not being favorable, the contract will be terminated by mutual agreement within 30 days.
For the consultancy's optimal development, the supervisor will provide the consultant with the existing documents and information that UN Women has related to the consultancy's topics. It is the consultant's responsibility to obtain primary and secondary data from other sources, if necessary.
The consultant will maintain permanent coordination with their supervisor to effectively execute and develop the products requested by this consultancy. They will also provide information as requested within the framework of the terms of reference.
In the current context of the crisis due to COVID-19, no travel is contemplated for this consultancy, but rather remote and virtual work. This is subject to change depending on the current crisis.
VII. Performance indicators
- Timely presentation of products / deliverables according to the TORs
- Work quality
- Compliance with expected results
- Compliance with the competencies as mentioned above (Ref. Profile of the consultant)
VIII. Intellectual rights, patents, and other property rights
The right to equipment and supplies provided by UN Women to the consultant for the performance of any obligation under this contract shall remain with UN Women. Such equipment shall be returned to UN Women at the end of this contract or when the consultant no longer needs it. When returned to UN Women, such equipment shall be in the same condition as when it was given to the consultant, subject to normal wear and tear. The consultant shall be responsible for compensating UN Women for damaged or broken equipment regardless of normal wear and tear.
UN Women is entitled to all intellectual property and other proprietary rights, including but not limited to: patents, copyrights, and trademarks, concerning products, processes, inventions, ideas, know-how, documents, and other materials that the consultant has prepared or collected in consequence of or during the execution of this consultancy, and the consultant acknowledges and agrees that such products, documents, and other materials constitute work carried out under the engagement of UN Women. However, if such intellectual property or other property rights consist of any intellectual property or property rights of the consultant (i) that existed before the consultant's performance of his or her obligations under this contract, or (ii) that the consultant may develop or acquire, or may have developed or acquired, independently of the performance of his or her obligations under this contract, UN Women will not and shall not claim any ownership interest therein, and the consultant shall grant UN Women a perpetual license to use such intellectual property or other property rights solely for the purpose and the requirements of this contract.
• Professional integrity
• Cultural sensitivity and diversity of values
• Respect for diversity
• Awareness and sensitivity regarding gender issues.
• Creative problem solving
• Effective and inclusive communication
• Inclusive collaboration
• Proven ability to work as part of a team
• Capacity for innovative thinking
• Excellent communication and/or writing skills in Spanish
• Intermediate ability to communicate and understand technical texts in English is required
• Proven ability to design and implement automations that serve the different stakeholders/roles need.
• Proven ability to manage digital solutions
• Capacity to understand processes and been digital literate
Required Skills and Experience
X. Selection procedure and application requirements:
The selection process will be carried out through a desk review, which consists of a formal verification to verify that the applications comply with the documentary evidence to be examined and the minimum requirements established for the consultancy, followed by the technical evaluation of the received applications, which will be qualified based on the technical requirements established in the following qualification table:
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Short-listed candidates may be called for a competency-based interview on the level of knowledge of the subject area and on the specific topic of this consultancy. The relative value of the interview (if it is determined necessary after the desk review) will be 50% of the total score (i.e., 50% for the requirements compliance table and 50% for the interview).
XI. Documents to be submitted for the application
- UN Women Personal History Form (P11), which can be found in http://www.unwomen.org/es/about-us/employment
- Personal identification (ID card, passport).
- Submitting the application: only one (1) file must be uploaded in PDF format. A guide is attached for you to perform this step. https://www.wikihow.com/Merge-PDF-Files.?
- UN Women assumes no responsibility and only describes one of the many ways to compress documents related to the application. You may use whichever one you deem appropriate.
- Incomplete applications or those received after the closing date will not be considered.
- Only those applications appropriate for the shortlist will be contacted for an interview (if applicable).
- Consultants who have an employment relationship with public institutions can only be hired if they present proof of a work permit (license) without expiration and a letter of no objection to the consultancy's performance, issued by the employing institution. If the candidates are linked to a research institution, academic center, or university, presenting a letter of no objection issued by the employing institution is sufficient.
- The selected consultants must have medical coverage and present proof of their coverage within two months of signing their contract.
- If the consultant needs to travel, medical coverage, required vaccines according to the destination, and travel insurance must be confirmed.
- If the consultancy is international, the currency will be US dollars or the local currency.
UN Women is committed to achieving workplace diversity in gender, nationality, and culture.
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to UN Women's policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)
People from minority groups, indigenous groups, and people with disabilities are equally encouraged to apply.
All applications will be treated in the strictest confidence.