Officer, Business Process Optimization & Operations - GL C - Temporary until December 2027
To support the Global Fund’s mission of ending the epidemics and to enable efficient portfolio management, Grant Management Division (GMD) must operate with robust portfolio data, clear policies and procedures, aligned business processes, and integrated systems, within a framework of continuous improvement.
Within GMD, the Operational Efficiency (OE) Team is responsible for ensuring the optimization & integration of the core grant lifecycle (GLC) processes, which are at the heart of the Global Fund’s operating model and define how the Global Fund manages funding requests, makes its grants, reviews performance, disburses funds and closes grants – as such, are critical to achieving the Fund's mission. The OE team ensures the application of these processes through comprehensive (i) operational policies & procedures, (ii) system solutions & data flows (iii) change management & reporting, (iv) support provision to internal & external actors and (v) execution of defined process responsibilities.
Within the OE team, the Business Process Optimization team is accountable for the development of the business process design, system solutions & data flows; change management; alignment with operational policies & procedures; and successful mainstreaming to integrate changes into business operations, support and process execution & monitoring for core GLC processes (throughout this document understood to include policies and procedures, system solutions and data flows). The team thus contributes to the delivery of the primary business of the Global Fund.
The Officer, Business Process Optimization & Operations is responsible to contribute to:
• Strong project management to support timely and quality delivery.
• Quality diagnostics to identify opportunities for business process redesign.
• Business process design and documentation to define business needs.
• Systems design and user acceptance testing to ensure quality system solutions.
• Change management and mainstreaming to facilitate integration of changes into regular business operations.
Business process management to ensure timely and quality completion of deliverables (on demand).
The Officer collaborates with a wide range of stakeholders within the Global Fund and uses strong interpersonal, communication and diplomacy skills to integrate the perspectives of different stakeholders while ensuring that the processes, policies/procedures, systems solutions, data flows and associated change management remain coherent, user-friendly, and streamlined. They are expected to systematically identify and operationalize opportunities for automation and Artificial Intelligence within their scope of work.
Key Responsibilities
The Officer, Business Process Optimization & Operations is responsible for the below areas of work, as assigned:
Project Management
- Substantively contribute to well-defined project plans, including key project deliverables, owners and deadlines, considering resource and time constraints.
- Track progress and flag potential delays and dependencies early.
- Document key decisions and open points and follow up for timely resolution.
- Identify, monitor, and support early mitigation of risks to de-risk project delivery.
- Prepare and support GLC Governance meetings, materials & documentation.
Business Process Diagnosis, Design & Documentation
- Analyze tickets, process data, surveys, audits, and evaluations & collect feedback from key internal and external users & relevant functional teams to identify pain points and opportunities for policy, process and/or system improvement; substantively contribute to diagnostic reports with recommendations for management decision.
- Coordinate with functional teams (Finance, MECA, Legal, etc.) and other OE teams to redesign grant life-cycle processes, building on diagnostic findings and other inputs.
- Develop and revise process maps, RACIs, forms & other process materials and ensure alignment with operational policies and procedures, significantly inputting into required updates in collaboration with the OE Policy team.
- Document requirements at an appropriate level of detail and with end-to-end process thinking in Business Requirements Documents (BRDs) and other supporting assets, consulting functional teams and end users to ensure suitability of requirements and with an end-to-end view of the GLC for alignment & identification of up/downstream impacts.
- Contribute to the development of business process metrics and reporting requirements to strengthen organizational oversight, in collaboration with other teams, including the OE Business Support and Operations team.
- Define and lead projects to remedy data quality issues and ensure consistent definition of data elements and UI for clarity.
- Support scoping and prioritization exercises, including conceptualizing options, assessing business and system impacts and accounting for time and resource constraints.
Systems Design & Testing
- Coordinate with IT to workshop and playback solutions design, including reviewing translation of functional requirements into technical specifications, and ensuring solutions meet organizational business and reporting needs.
- Coordinate with IT, the OE Business Support and Operations team and relevant functional teams on data migration strategy, timelines and requirements.
- Lead the design & execution of UAT, including preparation & assignment of test scripts and test data, and collaborate with IT and relevant functional teams on the execution and closure of user acceptance testing to ensure quality and timely release.
Change Management & Mainstreaming
- Substantively contribute to communication strategy development and change management plans based on proactive and systematic identification of user challenges, issues, knowledge and/or skills gaps.
- Develop change management materials (i.e. written communications/emails & infographics, user guidance/manuals, info sessions, clinics, etc. for internal and external business users) in coordination with functional teams and change management colleagues in OE, to increase user understanding & adoption and structurally reduce the volume of business process issues and support needs; implement change management activities as assigned.
- Use change management and communication techniques and tools as part of optimization activities to drive the right behaviours from business users, including proactively managing anticipated business milestones and peaks in business activity.
- Substantively contribute to embedding/mainstreaming process changes into the OE Business Support and Operations team.
- Contribute to ensuring sustainability by conducting thorough knowledge transfer to relevant operational teams, especially the OE Business Support and Operations team.
- Support hyper care, including escalations from support teams, root cause analyses and resolution procedures.
Business Process Management
- Ensure timely and quality process management for the assigned grant life cycle processes in line with the operational policies and procedures and per agreed service levels, including planning key activities triggered by Country Team demand or defined business milestones.
- Execute the assigned process steps, including defined system transactions, based on content inputs, forms, validations and approvals provided by Country Teams.
- Investigate and resolve process-related issues which are varied and non-routine, using previous experience to identify the most appropriate solution and/or enhance existing process approaches.
- Ensure and enhance data quality, including through:
- Quality assurance review of key grant life cycle deliverables submission.
- Review of imported information to ensure consistency and quality
At the request of Head, Managers and/or Specialists, Operational Efficiency undertake additional tasks to allow OE to flexibly respond to evolving priorities or urgent needs of the Global Fund.
Subject to change by the Executive Director at any time at their sole discretion.
Qualifications
Essential:
- University degree in Economics, Business Administration, Engineering, Information Management or other relevant area or equivalent professional training.
Desirable:
- Advanced degree in any of the above fields
- Qualification in project management or equivalent, or work experience in a project management/change management/business improvement capacity.
Experience
Essential:
- Professional experience in business process analysis and/or optimization, project and/or change management, ideally including in an implementing country.
- Experience with project management methodology.
- Experience coordinating between cross-divisional teams or groups of stakeholders.
- Experience implementing organizational change using change management techniques.
Desirable:
- At least two to four years of relevant (post university) professional experience; Knowledge of the Global Fund and its policies, processes, procedures and IT systems
- Knowledge of Salesforce Platform
- Experience providing integrated analysis and issues resolution to business users
- Hands-on experience of Global Fund grants, within the Secretariat, as a Recipient, a Local Fund Agent or a partner organization
- International development experience, including in an international organization, non-profit or private sector an advantage
Competencies
Languages:
An excellent knowledge of English and preferably a good working knowledge of French. Knowledge of other languages would be an asset.
Functional competencies:
- Analytical – Mastery – Level 2
- Business – Mastery – Level 2
- Country Context – Mastery – Level 2
- Multicultural Understanding – Mastery – Level 2
- Operational Policy – Mastery – Level 2
- Project Management – Expert Level 3
- Negotiations – Foundation – Level 1
Technical competencies:
- End-to-end process thinking, including business process improvement
- Excellent computer skills including PowerPoint, Word and Excel and AI tools
- High quality written and verbal communication skills
- Strong presentation and facilitation skills
- Change management
- Solution oriented root-cause analysis – ability to create business relevant appropriate and creative solutions
The Global Fund recruits top-tier talent for our open positions, in support of our mission to end AIDS, tuberculosis and malaria as epidemics.
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 Date
08 November 2026
