Associate Specialist, HR Project & Change Management and Reporting (HR and Finance Data) - GL C - 3 years Defined Duration
The Global Fund has launched a People and Organization (P&O) Ambition 2023-2028 to enable the Global Fund Strategy over the next 6 years. The Ambition has key people and organization priorities, that chart the path as the Global Fund sets out on a journey to elevate our people agenda. Working under the supervision of the HR Project Management Office (PMO), Advisory & Change Specialist (hereafter, the Specialist), the Associate Specialist, HR Project & Change Management and Reporting- HR and Finance Data (hereafter, the Associate Specialist) will be an integral part of this journey. The Associate Specialist will be responsible for supporting the execution of this Ambition and providing change, advisory and project management support for its delivery. Moreover, the Associate Specialist will develop and lead a comprehensive HR reporting and communications approach and support the Specialist on various continuous improvement duties.
As the Associate Specialist is a new role in HR at the Global Fund, the selected applicant will be able to pro-actively shape areas of responsibility and can identify and drive continuous improvement initiatives across the department, according to their skills and areas of interest.
The Associate Specialist will work closely with the Specialist to primarily deliver on HR areas 1) HR Strategy Delivery and Monitoring 2) HR Data Reporting and Communications, and 3) Change, performance, and project management. They are responsible for:
• Supporting the robust monitoring and delivery of the People and Organization (P&O) Ambition for the next 6 years by ensuring support on key deliverables and continuous
Job Description: Associate Specialist, HR PMO & Advisory & Change, May 2021
improvement and problem-solving of delivery challenges and bottlenecks.
• Preparing data and presentations related to HR Metrics Board and Committee meetings to ensure compelling communication of the HR position and value proposition. Where required, leading the gathering, and reporting of relevant data for key internal and external stakeholders e.g., Risk, Strategy and Policy hub and finance and the committees, Board, and the public.
• Supporting Change, Performance and Budget and financial Management by
• Leading the design and execution of continuous improvement initiatives and projects for the HR department e.g., change and project management through toolkit building, training, process, and ways of working improvements.
• Supporting the tracking and monitoring of the Department’s budget in close collaboration with audit and accounting teams in the Finance department
• Providing strategic or operational project management activities such as workforce planning, budgeting, and financial reporting.
Key Responsibilities
Under the direction of the Specialist, the incumbent Associate Specialist will:
1) Strategy Development and Delivery
• Monitor and oversee the delivery of P&O Ambition activities across the organization;
• Execute and / or deliver the PMO related activities for the implementation of all HR processes and programs related to the Ambition;
• Assemble and coordinate project/program members as required to facilitate project execution and ensure quality of outputs through regular meetings, data tracking and dashboard reviews;
• Prepare clear and compelling reports to communicate about the progress and achievements of the Ambition to relevant internal and external stakeholders.
2) HR Data Reporting and Communications
• Prepare reports for regular HR portfolio updates to the HRMT to ensure the HR Department delivers on its commitment and as per its budget;
• Support with the preparation of all documentation required for the governance meetings where HR input is required, under the supervision of the Specialist;
• Support the Specialist with the preparation of material needed for cross-organizational meetings e.g., Leadership meetings;
• Be and/or support the focal point for employee data requests coming from external parties, including but not limited to the missions;
• Prepare reports defining program progress, issues and resolutions relevant department projects;
• Run HR related KPI reports and where required, compute the raw data to calculate the KPIs, derive insights, draft the conclusions, and prepare the presentations to HR Management team and broader HR department and or the Staff Council and staff as needed.
3) Change, performance, and project management improvement
• Support the development of full-scale program plans in close collaboration with project leads for projects led by other HR teams as required;
• Support the change adoption activities, in collaboration with the HR management team and the HR staff;
• Implement and manage program changes and interventions to achieve expected outputs;
• Constantly monitor and report on progress of the program implementation to all relevant stakeholders;
• Lead Departments continuous improvement efforts by running After Action Reviews, root cause analysis and / or problem-solving sprints, etc.;
• Support the implementation of a consistent change management methodology.
• Advise and track relevant change management plans for key initiatives in collaboration with different initiative leads
• Create a change management landscape and provide monthly updates to ensure oversight of various change initiatives;
• Develop a holistic HR organizational/ Communication calendar that shows the P&O activities impacting the organization in collaboration with the HR and Communications Departments and other stakeholders
• Prepare informational documentation, ways of working and best practice material where relevant;
• Support the Specialist in leading other project and financial management activities including but not limited to:
• Preparing, aligning, and monitoring HR budgets
• Providing support for audit and finance initiatives (including preparing financial accruals memo)
• Supporting workforce planning activities for HR.
As a member of the HR Department, the Associate Specialist will:
• Maintain confidentiality at all times;
• Demonstrate discretion and professionalism at all times;
• Ensure collaboration among HR Department staff;
• Contribute to a culture that emphasizes care and candor and rewards initiative, quality, continuous improvement, and high performance;
• Participate in developing and implementing the Department’s goals, objectives, and systems; and assume other duties as assigned.
Subject to change by the Executive Director at any time at their sole discretion.
Qualifications
Essential:
• University Degree in Human Resources, Project management, and/or equivalent combination of education and experience in HR Management, Organizational Development/Effectiveness, or business-related discipline;
• Qualification in project management.
Desirable:
• Qualification in change management or equivalent
• Qualification in agile methodology or equivalent
Experience
Essential:
• At least 2-5 years’ work experience in a project management/ change management capacity, financial and data analytics or strategy consulting;
• Knowledge of both theoretical and practical aspects of project and program management;
• Knowledge of project management techniques and tools
• Strong data management and excel skills;
• Experience in strategic planning;
• Ability to handle multiple tasks and balance priorities;
• Excellent written and oral communication skills; ability to influence at all multiple levels within the organization;
• Ability to take the initiative and work independently;
• Excellent computer skills including PowerPoint, Word, and Excel;
• Ability to identify and resolve problems in a proactive and timely manner;
• Demonstrated ability to gather and analyze information skillfully; with strong attention to detail;
• Excellent organizational skills and superior client service skills;
• Excellent interpersonal, collaboration and team working skills;
• Ability to exhibit a high level of confidentiality.
Desirable:
• Experience in agile project management;
• Proficient in project management software;
• Experience working with inter/intranet, and experience in Workday and other HR tools.
Competencies
Languages:
An excellent knowledge of English and preferably a good working knowledge of French or one of the following: Arabic, Chinese, Russian, and Spanish. Knowledge of other languages would be an asset.
Organizational Competencies:
• Global Fund Awareness – Level 1
• Service Orientation – Level 2
• Drive for Results – Level 2
• Collaboration – Level 2
• Interaction – Level 1
• Adaptability – Level 2
Functional Competencies:
• Analytical – Level 2
• Business – Level 1
• Communication – Level 2
• Human Resources – Level 1
• Multicultural- Level 1
• Due Diligence – Level 2
• Project Management – Level 2
Role specific Functional Competencies
• Critical thinking and problem-solving skills
• Change Management
• Planning and organizing
• Decision-making
• Communication skills
• Influencing and leading
• Teamwork
• Conflict management
• Adaptability
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Explore our vacancies and apply on the Global Fund Careers recruitment system.
More information on working at the Global Fund is available on the Careers section of our main website.
Job Posting End Date20 August 2024