Consultancy: Business Process Mapping Consultant at VSO

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Consultancy: Business Process Mapping Consultant

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Employer: VSO

Employment: Full-Time | Contract

Place of Work: Various Countries

Salary: Competitive consultancy rate

Posted date: 6 months ago

Deadline: Submission date is over

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VSO is in the process of automating its core business management processes for implementation planning and reporting. Over the last two years, targeted innovations/systems improvement have been implemented as part of this digital transformation, to make our delivery systems, processes, and structures as efficient and mission-focused as we require. In July 2024, a transition and change management plan was put in place, to adapt the organization to changes and disruptions in the operating environment, resulting from introducing a new digital culture and ways of working. A key objective of the transition and change management plan is to leverage the new IPMS (Implementation Planning & Management system) to streamline our partnership and people management practices to drive the shift to portfolio management and optimize overall organizational efficiency, productivity, and accountability.

The objective of the consultancy:

This consultancy will work with the VSO digitization project team to streamline and enhance the efficiency of VSO partnership and People processes, identify areas where process change, improvements, and innovations are required in tools and workflow management, provide relevant management content alignment and adjustments, and establish a simplified, standardized and an effective management system. This consultancy will collaborate with the VSO digitization project team and the relevant process owners to make the partnership and volunteer management processes more efficient and support in automating the processes using the current VSO digital systems available i.e. salesforce and IPMS. This will include:

• Well-aligned and robust assessment tools, standards, and practices
• Data capture and entry architecture
• Documentation Management
• Reporting, MGT accountability
• Planning, capacity building, and technical support
• Quality assurance and feedback
• Risk management.

The consultant will collaborate with the VSO Digitization Project Team, our external Solution Providers, and key process stakeholders to provide a comprehensive work plan from the onset of the assignment and issue regular progress updates at relevant project Management meetings with the check-in team.

Scope of assignment

The consultant will be engaged for 3 months, working 5 days/week with clearly defined project milestones and timelines. Regular progress reports and meetings will be conducted to monitor project progress.

Key Deliverables:

Process Mapping:

• Work with key stakeholders to map out the required business processes already available and clarify stakeholder roles, responsibilities, and accountabilities: Identify gaps in the already existing processes and identify any other missing processes
• Define management responsibilities and administrative support requirements in the context of existing digital platforms (IPMS, salesforce & sun systems).
• Develop support plans for teams at different levels, facilitate partners’ and VSO people's transition to the new aligned process in all digital platforms (IPMS, salesforce & sun system)
• Support rollout of revised processes, enhanced tools, standards practices, and any required migration of data: Identify Process improvement requirements for filling existing gaps.

Systems Transition

Work with the Digitization Project Team to facilitate teams’ and partners’ transition to well-streamlined and enhanced automated partnership and people management processes; specifically

• Align tools and workflow management at the partner level, with VSO business, reporting, and accountability requirements of the partnership.
• Establish a timebound partnership and people management process and systems enhancement plan.
• Define the scope, sequence, timeline, and timing.
• Outline management responsibilities and support requirements going forward.
• Standardize the administrative support responsibilities and requirements.

Data management, data quality standards, and assurance

Enhance organizational capacity for the management of partnership and People data, ensuring quality standards and assurance; to enable embedding of the application of the following partnership and people management system in the VSO digital culture:

• Tools
• Infrastructure (Devises)
• Quality assurance protocol-verification, validation, integrity
• Storage and Document MGT
• Data integrity standards

Organisational efficiency

Leverage the IPMS; improve overall organizational efficiency and effectiveness of partnership and volunteer management standards, including.

• Overall assessment system-data capture, verification, validation, quality assurance
• Long-term integrity of people and partnership MGT data and reporting
• Data-led risk management, monitoring, planning, and reporting standards for partnerships and VSO people.
• Digitalized partnership and VSO people management processes and ways of working

At the end of the consultancy, the consultant should provide:

1. Presentation of findings with recommendations.
2. Bespoke assessments for our partners according to partner type and funding level
3. Aligned partnership and volunteer process, with documented process flow outlining the improved steps throughout the project lifecycle and how gaps have been addressed.
4. Report (VSO will provide feedback after every major draft of the report and will require the consultant to integrate the feedback in the report. Following draft 2 of the report, VSO will seek feedback from the internal stakeholders and the consultant will likewise be tasked with integrating findings from these parties as appropriate.

Requirements: Qualifications, Skills, Knowledge, and Experience

• Relevant qualification in systems development science, information systems, and workflow design with an additional professional certification in data quality or management.
• Significant experience in project implementation systems and data integrity management, system analysis, or systems audit skills
• Experience in co-ordination, working with a range of stakeholders, to map, and simplify processes
• Clear understanding of different database structures, specific data sources, systems, or domains; data quality and integrity knowledge and best practices; data security and privacy knowledge and regulations
• Strong analytical, and communication skills, along with a deep understanding of project implementation and data management systems within the context of a global organization.
• Demonstrable, proactive, and collaborative approach to critical thinking and problem-solving skills
• Ability to identify and resolve data issues; as well as attention to detail and accuracy to guarantee systems quality and integrity.
• Demonstrable skills in systems analysis and manipulation tools such as SQL, Excel, Python, or R; data modeling and design skills using ERD, UML, or XML; data visualization and reporting skills using Tableau, Power BI, etc.
• Experience of working in a globally dispersed organization

Start Date: January 2025

Contract Length: 3 months

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