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Digital Transformation – Intl Programs Lead  

Site

Switzerland, Vaud, Lausanne

Sector:

Nonprofit/Community/Social Services/International Cooperation

Role:

Other

Date of last update: 26/03/2024

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Working for Medair is a unique and rewarding experience that encompasses so much! Medair's purpose is to save lives and relieve human suffering in the world's hardest to reach and devastated places. Are you an experienced professional, inspired by your faith to care for others? Are you willing to give of yourself to work in tough places, going the extra mile to restore dignity and hope to people in crisis? We have teams of incredible people recruited from all around the world, working in difficult contexts. They forge bonds with colleagues that last a lifetime. You can make a real difference in the world.  Medair has opportunities for people like you to excel, to grow, and to be challenged. Bring your values, passion, and commitment, and consider a career with Medair.

Job description

Verify your compatibility with this job ad
The compatibility is only an indication and should not discourage you from applying if you think your profile matches. It is also not taken into consideration for recruitment.

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Role & Responsibilities

Provide input for the International Programmes Department (IP) to the development of new digital systems to improve finances, budgeting, reporting, resource planning and supply chain management. This includes collecting input from staff based at GSO and also from all country programmes. This position is the key link between the Financial planning and analysis (FP&A) project team and a stakeholder in the Supply Chain Management (SCM) project for IP staff ensuring that IP perspective is included during the development and implementation of the critical new systems. The scope of the FP&A project includes budgeting, budget allocation to donors, planning & forecasting, reports (donor & internal) as well as analysis. The scope of the SCM project includes procurement, warehousing and fleet/equipment.

 

Project Overview

The International Programmes Department is specifically responsible for the timely delivery and high quality of Medair's humanitarian services in the field. With support from technical advisors, the Global Emergency Response Team and the Country Program focal points.

 

Workplace & Working conditions

This is a GSO position, based in Ecublens, Switzerland. Swiss or eligible EU citizens, or those with a valid work permit for Switzerland, can apply. Remote work could be possible with conditions.

 

Starting Date / Initial Contract Details

As soon as possible. Full-time, 12 months.

 

Key Activity Areas

Financial planning and analysis core team member

  • Represent the IP department and International Country Programs (ICPs) within the FP&A project in order to deliver solutions and promote digital transformation based on Medair's needs and requirements
  • Represent the IP department and ICPs in all project discussions with regard to project scope, schedule and resourcing. Meet regularly with the IP BPO, discuss key issues arising in solution design.
  • Centralize feedback from Heads of Country Programs (HCPs) & ICPs.
  • Collaborate with IP department, ICPs and other stakeholders to map out current and future expected processes.

User requirements

  • While representing the IP department and ICPs perspective, work with the FP&A core team to define all user requirements that align across all departments and stakeholders
  • Work with the 3rd party provider to determine how best to meet the user requirements, first using out of the box standardized processes, second using configuration changes, and if this is not possible then through customization. Review Solution Designs and sign off on an accepted Solution Design for the IP department.

System evaluation and selection

  • Participate in evaluating potential platforms and providers against selection criteria, including but not limited to; participating in demonstrations, reviewing documentation, discussing with other NGOs, experimenting with test environments, etc.

System configuration

  • Contribute to the design and configuration of the budgeting and forecasting tool based on the defined requirements, ensuring it aligns with Medair's financial processes, reporting needs and are consistent with ICP.
  • Help in defining data mapping and integration requirements to ensure seamless data flow between the new tool and legacy systems (FIN4U, Medair People, MEDEX, portfolio, etc.)

Quality and Compliance Assurance

  • From a quality perspective, identify opportunities to improve budgeting and forecasting processes, recommending adjustments as needed. Identify and address any discrepancies or errors promptly.
  • Ensure that the tool and the budgeting and forecasting processes adhere to regulatory requirements, internal policies and maximise delivery of services and synergies between donors.

Change management

  • Assist in change management efforts in the IP department and ICPs by providing regular update, highlighting improvements and best practices related to the tool's use.

User Acceptance Testing

  • Gather and review FP&A story board (user stories), solution design documents, and functional design documents and best practices related to the tool's use.
  • Update, enhance and develop user stories ready for UAT test script creation.
  • Participate in the UAT using test scripts to build expertise in the system, sign off on the functional solutions under UAT. Consult / support as necessary stakeholders in IP & ICPs for UAT
  • Review documents for new requirements as a result of UAT and identify process changes / report needs.

End user training

  • Align the training material with Medair's revised policies/SOPs/guidelines, identifying needs for change based on accepted solutions in the new FP&A tool. Participating in EUT in GSO and ICPs.

System Support and Roll-out

  • IP Focal point for monitoring and supporting end users after 'go live', advise on best practice, develop a FAQ document with hints/ tips. IP First point of contact for problem resolution initiating action items for troubleshooting through the relevant channel (BPO, IT admin, Consultant).
  • Provide feedback to the Medair departments on changes needed on the policies / SOPs / guidelines

SCM Stakeholder

  • Represent the IP department and ICPs within the SCM project in order to deliver solutions and promote digital transformation based on Medair's needs and requirements. Represent the IP department and ICPs in all project discussions with regard to project scope, schedule and resourcing.
  • Meet regularly with the IP BPO, discuss key issues arising in solution design.
  • participate and contribute in UAT by identifying potential gaps. Support/conduct end-user training for all staff

Support to IP department & ICPs

  • Assist HCPs and ICPs with issue encountered when using Medair digital systems if fundamental flaws or errors are suspected in the design or execution of the processes. Identify the BPO of the system involved and participate in determining the scope of the problem and propose options for solutions

Team Spiritual Life

  • Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
  • Work, live, and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement.
  • Encouraged to join and contribute to Medair's international prayer network.

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Qualifications

  • Bachelor's degree required in Business Administration, Supply Chain, Engineering, Computer Sciences, Information Systems or similar.
  • English (spoken and written), French and/or Arabic advantageous.

 Experience

  • University degree in humanitarian or related field required. Masters in related fields desirable.
  • 5 years professional experience, 3 years working on humanitarian projects with minimum 1-year experience in a fragile State. Medair experience essential.
  • Strongly recommended: excellent knowledge of all Medair processes
  • Proficient with computers. Excellent working knowledge of Microsoft Excel, Word and Outlook
  • Experience in the design, monitoring of implementation and evaluation of humanitarian / emergency programmes. Experience in dealing with donors, budgets, grants and proposals.
  • Advanced planning, assessment and analytical skills.
  • Knowledge and experience of change management.
  • Firsthand experience with audits and audit requirements.

  How to applyPlease ensure you are fully aware of the:

a) Medair organizational values

b) Medair is committed to safeguarding the protection of beneficiaries, volunteers, staff and partners, and particularly children. Therefore, we do not employ staff whose background we understand to be unsuitable for working with children. Medair staff are required to give the utmost respect to, and comply with, Medair's accountability policies and best practices.

c) Medair Relief & Recovery Orientation Course (ROC) (which forms part of the recruitment selection process for field positions).

Application Process

To apply, go to this vacancy on our Medair Page.

Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed.

More details

Working hours (%): 80-100%

Type of contract: Staff (Temporary)

Macro-area: Switzerland

Level of experience: Senior Professional, more than 5 years

Area of work Definition: Information and Communication Technology

Type of organisation: NGOs

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Technical Logistics Advice & Training (30%) - Capacity build colleagues (and partners) with technical advice including mentoring, accompaniment, induction and briefing. - Participate within a community supporting logistics operations to jointly capture case studies of good practice and learning from where we have not succeeded & build and share evidence, learning and practice on logistics between countries / regions. - Contribute to and validate the logistics component of proposals, budgets and project reports. - Carry out country programme visits and assess adherence to logistics procedures, identify possible areas for improvement, develop and implement changed and new procedures where needed. Emergency Response (20%) - Available for immediate deployment to Medair emergency response to new or existing country programme (part of wave 1 and / or wave 2) and on the roster for 24/7 logistics support. Innovations (15%) - Contribute to the MedEx (procurement software module) deployment & implementation in country programs Team Spiritual Life - Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts. - Work, live, and pray together in our Christian faith-based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayers, and words of encouragement. - Encouraged to join and contribute to Medair's international prayer network. This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary. This position is Jobupfree. Qualifications - Supply Chain / Business Management University degree or Relevant Field, Master's degree in humanitarian SCM field desirable. - Excellent working knowledge of the English language (speaking and writing).  Experience - Two – years professional experience at management level with at least one – year working on humanitarian operational logistics programming. - Medair experience in country program logistics management is highly desirable. - Highly competent – ability to make analysis and work with software packages. - Experience in project design and monitoring; and evaluation of humanitarian projects. - Experience of designing and implementing logistics related projects. - Successful experience of project cycle management, especially in fragile States. - Knowledge of humanitarian donor standards related to logistics - Demonstrated ability to take the lead, steer, align and communicate effectively with relevant stakeholder layers to ensure a country effective operation support when challenged. - Demonstrated ability to setup logistics responses and new country logistics functionality and processes in coordination with other Humanitarian Actors if required. - Training and Coaching skills. - Tactful, high level communication team building and interpersonal skills. Strong people centred management expertise. - Capable to develop and motivate people in a servant and supportive manner. Familiar with inter-cultural differences. - Capacity to work under pressure and manage personal stress levels ensuring that boundaries are timely flagged, and mitigations put in place. - Able to cope with basic living conditions in Medair locations. - Strategic, problem solver, dynamic, mature – presenting and discussing solutions or pathways towards solutions. - Timely taking pro-active ownership and stewardship to mitigate risks. - Flexible and available to deploy in an emergency at short notice.  How to applyPlease ensure you are fully aware of the: a) [Medair organizational values](https://www.medair.org/jobs/our-culture/) b) Medair is committed to safeguarding the protection of beneficiaries, volunteers, staff and partners, and particularly children. Therefore, we do not employ staff whose background we understand to be unsuitable for working with children. Medair staff are required to give the utmost respect to, and comply with, [Medair's accountability policies and best practices](https://www.medair.org/accountability/). c) [Medair Relief & Recovery Orientation Course (ROC)](https://www.medair.org/jobs/roc/) (which forms part of the recruitment selection process for field positions). Application Process To apply, go to this vacancy on our [Medair Page.](https://www.medair.org/positions/global_logstics_advisor_gso/) Please do not make multiple applications. We will not review email applications. Only English-language applications / CVs will be reviewed.
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10/04/2024
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