Digital Transformation - Intl Programs Lead

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.

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

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.

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.

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.

• 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.

• 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.