Consultancy- Process Mapping Specialist, Supply Chain Management Unit (SCMU), Copenhagen, Denmark

The Position:

The consultant will work closely with the Quality Assurance: Governance, Risk, and Compliance (GRC) Team to ensure alignment with regulatory and organizational standards. 

Duration and working schedule:

The consultancy will span 3 months, with an estimated commitment of 20 hours per week. Key milestones include: 

• The inception report (week 1-2)
• Training material finalization (week 2-3)
• End to End, As Is and To Be Process mapping (week 3-8)
• Staff Training (week 7-11)
• Final report (Week 12)

Flexible Hours: The consultant should maintain flexible working hours to accommodate different time zones and ensure effective stakeholder engagement.

Place where services are to be delivered:

The consultant will primarily work remotely but may be required to visit UNFPA offices for key meetings and workshops. The consultant will be responsible for coordinating his/her own travel arrangements unless agreed otherwise. 

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The consultant will evaluate and map SCMU’s existing processes to identify inefficiencies and recommend improvements. This will include enabling the development of a process reengineering study within SCMU, by introducing standard templates for process mapping, introducing Kaizen/Lean and Six Sigma based techniques for process simplification and developing a pilot process mapping exercise as a reference standard.

This effort aims to streamline operations and enhance service delivery, ensuring that UNFPA can more effectively achieve its mission of providing quality reproductive health services and supplies.

Scope of Work

• Review Existing Processes: Conduct detailed reviews of all current processes across various departments/pillars, both at headquarters and regional levels; analyze end-to-end processes to identify redundancies and areas for improvement; identify opportunities for simplification, automation, and standardization; redesign workflows to enhance efficiency and effectiveness; create an inventory of current processes and categorize them by level of priority based on supply chain best practices.
• Develop Process Maps: Create detailed process maps for one (1) or two (2) pre-defined pilot functions, illustrating current workflows and proposed changes. This will serve as a reference standard for future process reengineering work within SCMU.
• Introduce process mapping templates for supply chain management: Introduce Lean, Six sigma based industry standard tools, templates and techniques for SCMU to undertake an end to end supply chain process mapping exercise.
• Training and capacity building: Train nominated staff members in process mapping techniques and familiarize them with templates to perform process mapping within their own areas of work.

Deliverables:

A. Inception Report: 

• An initial report outlining the consultant’s understanding of the project; an initial assessment of anticipated outcomes for reengineered processes, such as cost savings, time reduction, or quality improvement; methodology, and a detailed work plan.

B. Detailed Process Review Report:

• Comprehensive review of all current processes at both headquarters and regional levels.
• Identification of redundancies and areas for improvement.
• Recommendations for simplification, automation, and standardization.

C. Developed Process Maps:

• End to end high-level process maps for SCMU functions at the headquarters, regional and country levels.
• Comprehensive list of all processes involved, and prioritized by relevance and impact and based on supply chain best practices.
• Illustrations of current workflows and proposed changes (As Is vs To Be).
• Implementation roadmap detailing step-by-step plan to roll out re-engineered processes with timelines and responsibilities.
• Detailed process maps for 1-2 pre-defined pilot functions.
• Reference standards for future process reengineering within SCMU.
• Process Governance Framework: Support the establishment of guidelines for ongoing process improvements, monitoring and change management procedures within SCMU

D. Process Mapping Templates and Training Materials:

• Introduction of Lean and Six Sigma-based industry standard tools, templates and techniques for supply chain management.
• A comprehensive instructional presentation package that includes all the essential tools and templates needed to effectively develop process maps, conduct value-stream mapping, and implement various process simplification techniques. Additionally, it contains templates for thorough process documentation.

E. Training and Capacity Building:

• Training sessions for nominated SCMU staff members in process mapping techniques.
• Familiarization with templates to enable staff to perform process mapping within their own areas of work and to ensure that they are well-equipped to implement and sustain the process improvements.

F. Analysis Report: Deliver a comprehensive report detailing the findings from the process review. This report will include:

• Identified Inefficiencies: Highlight areas where current processes are falling short.
• Proposed Improvements: Provide actionable recommendations for enhancement.
• As Is Process Maps: Document the current state of processes.
• Gap Analysis: Identify discrepancies between current processes and optimal performance.
• To Be Process Maps: Illustrate the proposed future state of processes.

G. Final Report: A summary report consolidating all findings, recommendations, and process maps, along with an implementation plan and roadmap.

Qualifications and Experience: 

Education: 

Advanced degree in business administration, supply chain management, information management or a related field.

• Certifications: Certifications such as Certified Process Mapping Specialist, Lean Six Sigma, or Project Management Professional (PMP).
• Technical Skills: Proficiency in process mapping software (e.g., Microsoft Visio, Lucidchart, or similar tools). Familiarity with project management and workflow management. Demonstrated ability to deliver high-quality reports and documentation.
• Analytical Skills: Strong analytical and problem-solving skills to identify inefficiencies and propose improvements.
• Communication Skills: Excellent communication skills to effectively engage with stakeholders, gather requirements, and present findings. Excellent facilitation and training skills.
• Attention to Detail: High attention to detail to ensure accuracy in mapping processes and identifying potential issues.
• Knowledge of Best Practices: Understanding of industry best practices and standards for process mapping and process improvement.
• Change Management: Experience in change management to effectively guide the organization through the transition.

Knowledge and Experience: 

• Minimum of 5 years in process improvement or business analysis.
• Proficiency with business process mapping, process optimization, and creating process diagrams.
• Familiarity with process mapping tools.
• Experience in integrating digital solutions into re-engineered processes, such as ERP systems and advanced analytics, is an asset.
• Preferably experience within international organizations and/or supply chain contexts.
• Previous experience in similar projects, particularly involving capacity building.
• Experience in a similar organization is an asset.

Languages: 

English is a requirement and other UN languages is an asset.

Required Competencies: 

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies: 

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

Supervisory arrangements:

The consultant will report to the GRC manager in Pillar 3, and will work closely with relevant stakeholders in other Pillars. Regular check-ins and feedback sessions will be scheduled to ensure alignment and progress.

Reporting Requirements:

The consultant will provide weekly progress reports as well as key findings and critical areas and participate in periodic review meetings with the project supervisor and/or other stakeholders within SCMU as necessary. A final presentation of all the findings and recommendations to tackle critical areas will be conducted at the end of the consultancy.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA’s workforce – click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants’ bank accounts. 

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

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