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Business Management Analyst, Chennai, India

6:49:00 PM
Background / General description:
Innovation and partnership bond the five institutions of the World Bank Group (WBG): the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world's largest sources of funding and knowledge for developing countries. It uses financial resources and extensive experience to help our client countries to reduce poverty, increase economic growth, and improve quality of life. To ensure that countries can access the best global expertise and help generate cutting-edge knowledge, the World Bank Group is constantly seeking to improve the way it works. Key priorities include delivering measurable results, promoting openness and transparency in development, and improving access to development information and data.
Vice Presidency Context
Information and Technology Solutions (ITS) enables the WBG to achieve its mission of ending extreme poverty by 2030 and boosting shared prosperity in a sustainable manner by delivering transformative information and technologies to its staff working in over 130 client countries.
ITS services range from: establishing the infrastructure to reach and connect staff and development stakeholders; providing the devices and agile technology and information applications to facilitate the science of delivery through decentralized services; creating and maintaining tools to integrate information across the World Bank Group, the clients we serve and the countries where we operate; and delivering the computing power staff need to analyze development challenges and identify solutions.
The ITS business model combines dedicated business solutions centers that provide services tailored to specific World Bank Group business needs and shared services that provide infrastructure, applications and platforms for the entire Group. ITS is one of three VPUs that have been brought together as the World Bank Group Integrated Services (WBGIS), to provide enhanced corporate core services and enable the institution to operate as one strategic and coordinated entity.
Department Context
ITSSP provides top strategy, communication, outreach, sourcing, vendor partnership, and IT staff learning services to support ITS in fulfilling its mission to the WBG. In particular, the unit is tasked with: establishing and sustaining the alignment of IT strategy with WBG strategy; raising awareness, understanding and excitement about ITS services, solutions and business value; maximizing ITS delivery capacity by providing strategic sourcing, streamlined processes, and vendor relationship management; managing contractual obligations for third party software products; and directing ITS staff to professional development and learning opportunities.
Unit Context
The Sourcing and Vendor Management Office (ITSSV) is integral part of Strategy, Partnership and Outreach (ITSSP) within Information and Technology Solutions (ITS) Vice Presidency of World Bank Group.
ITSSV's responsibilities include the management of all IT sourcing activities of both internal and external service providers, as well as providing sourcing related support and management of Offshore Development Centers (ODC) to the World Bank Group. The activities of the ITSSV include providing strategic direction for ITS on all sourcing related activities, ensuring compliance with overall ITS Strategies, and providing leadership in managing the identification of vendors and of the appropriate contracting vehicles to support ITS functions. ITSSV plays a monitoring role to ensure vendor compliance and responsiveness, provides senior management with sourcing related quantitative analysis to help current and future sourcing decisions, oversees the day to day management of contractor on-boarding, and monitors sourcing activities in the industry to ensure that the WBG follows the best practices in the industry. Also, the ITSSV acts as point of contact for operational matters between service providers, GSD's Procurement Unit and World Bank Group IT services procurers. ITSSV emphasizes focus and discipline to tie supply to demand and deliver business value.
Vision:
To be an outstanding professional services organization providing client-focused services, delivering efficient, effective strategic sourcing solutions, streamlined processes, and vendor relationship management that is aligned with ITS mission, maximize delivery capacity of ITS
Statement of Purpose:
  • Act as custodian of Institutional Global IT sourcing strategy.
  • Provide visibility into strategic sourcing efforts
  • Ensure key stakeholders are involved in the development and execution of strategic sourcing initiatives
  • Improve collaboration and sharing of best practices
  • Promote streamlined and standardized processes
  • Align sourcing and vendor management initiatives effectively with customer mission needs
  • Adequately resource strategic sourcing initiatives
  • Forge strategic alliances, internal and external, that will enable maximization of ITS delivery capacity
  • Create awareness for ITS staff on sourcing and vendor management policies, procedures and best practices
Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.
Duties and Accountabilities:
Analysis and Reporting:
  • Collect, compile and analyze data from monthly and quarterly vendors reports. Validate vendors reports data against data from Bank's systems (SAP and PeopleSoft) on sourcing spend and personnel contractors' details. Produce consolidated reports.
  • Compile data on various sourcing activities including new staff augmentation requests and RFPs circulated by the sourcing office and derive control status reports. Collaborate with Sourcing Officers in preparing sourcing performance dashboards, reports and delivery monitoring tools.
  • Apply calculations for increases and discounts to master rates tables as outlined in contracts. Validate with ITS Sourcing team. Update rates tables. Periodically review rate adjustment parameters against tables provided by vendors, and monitor compliance to contractual terms.
  • Collect data from vendor performance. Analyze reported performance and verify compliance against service level agreements and sourcing office's data. Ensure integrity of sourcing data on the delivery of vendor services. Flags areas in need of attention as per data reported. Notify Sourcing Officers of issues and collaborate for issue resolution.
  • Collect and analyze the data on POs and create a report on 'ending within 2 months'. Disseminate the information on expiring POs to appropriate project/program managers for action.
  • Provide rate confirmation and averages to hiring units upon request. Design, edit and create monthly and quarterly report presentations with analytical output to clients. Manipulate and transfer data into graphic charts to allow analysis and presentation.
Vendor Management:
  • Participate in bi-weekly meetings with vendors; follow up with vendors and business units on sourcing related issues, assist vendors with resolving any delivery or performance related issues, follow up on outstanding payments and invoices, and provide guidance and timely update of WB's needs.
  • Participate in quarterly review meetings with vendors; monitor and track vendor's performance on service level agreements.
  • Communicate to clients regarding sourcing processes, procedures, policies and ad hoc announcements to vendors.
  • Develop and continuously improve sourcing processes/guidelines/procedures/templates.
Documentation:
  • Maintain Sourcing office documentation and procedures in compliance with the ISO 20000 requirements.
  • Ensure filing of all documentation in the institutional repository (WBDocs).
  • Help maintain content of Sourcing website/SharePoint pages. Update information as needed and agreed with Sourcing team. Provide links to sourcing website and provide information on sourcing procedures to hiring units.
Transactional Sourcing Functions:
  • Support the Sourcing Officers in the exercise of the Sourcing activities and follow established sourcing procedures, in accordance with WBG rules and regulations.
  • Provide backup support on the initiation of staff augmentation requests; follow through with vendors on candidate submissions. Ensure compliance with required processes for on-boarding contractors.
  • Assist project managers to comply with sourcing processes and guidelines to ensure uniform and transparent sourcing practices within WBG community.
  • Assist in maintaining RFP records and timetables. Document discussion and agreements.
Risk and Compliance Audit Process:
  • Supports the VPU auditing process.
  • Coordinates the information gathering or required documentation in preparation for, and during the auditing process including the supportive evidence documentation for written audit response.
  • Provides information to clients and escalates problems for resoulution.
Transactional Vendor Services Functions:
  • Provide backup support on the vendor service requests such as creation of staff ID (UPI), directory listing etc.
  • Support the Vendor Services team and Sourcing teams and contribute to ensure efficient and timely on- boarding, extensions and off-boarding of Contractor Personnel.
Selection Criteria:
  • Excellent organizational and administrative skills, in addition to demonstrated ability to multitask and judge priorities under tight deadlines.
  • Strong written and verbal communications skills, including the ability to draft routine correspondence.
  • Ability to adapt written communication into visual presentations in addition to read and edit material for clarity of message.
  • Ability to assure compliance with Bank format, guidelines, standards, and style in all written document documents.
Required Competencies:
  • Technology and systems knowledge - Exhibits excellent knowledge of Microsoft Office applications and proficiency of technology or/and systems relevant to functional area.
  • Project and task management - Able to undertake diverse and complex assignments with minimal supervision and resolve competing demands. Demonstrates good organizational skills, can plan and prioritize own work and work of internal clients.
  • Versatility and adaptability - Demonstrates initiative and motivation to proactively learn new developments in relevant policies, procedures and technology. Is able proactively identify, prevent and/or solve problems. Able to participate in change activities and initiatives.
  • Client Orientation - Able to interact with clients with discretion and diplomacy. Demonstrates ability to resolve complex client related issues. Displays understanding of relevant internal and external factors and their impact to the client.
  • Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
  • Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
  • Knowledge, Learning and Communication - Able to communicate in a constructive and professional manner. Can assist in the preparation of written materials in accordance with WB administrative guidelines and best practices. Able to contribute to unit's knowledge sharing.
  • Business Judgment and Analytical Decision Making - Able to effectively and independently provide general research support. Demonstrates ability to assess situation, and make sound judgment on action needed.
  • System Development Life Cycle knowledge (SDLC) - Understand phases of the SDLC
  • Risk Management - Reduces risk by solving day-to-day problems as they arise.
  • Analytical Thinking - Gathers and links data.
  • Initiative - Volunteers to undertake tasks that stretch his or her capability.
  • Business Ethics - Is truthful, courteous and shows respect when dealing with others while appropriately asserting personal needs.
  • Information Systems Knowledge - Resolves escalated problems of technical support.
  • Systems Thinking - Investigates the critical relationships among primary business, technology and systems platforms.
  • Vendor and Alliance Management - Follows procedures for working with vendor and/or alliance partners and resolves day-to-day problems within defined guidelines.
  • Information and Records Organization - Assists in the design and implementation of storage, protection and preservation plans and systems.
  • Information and Records Dissemination - Responds to advanced reference and research requests.
  • Compliance with Standards - Monitors and maintains records on requests for information and assistance.
Education/Experience:
  • Master's degree (In Computer Science, Business or Information Management, Library Science, Mathematics, Statistics or equivalent degree with a combination of education and experience) with 2 years relevant experience or Bachelor's Degree with a minimum of 4 years relevant experience.
  • Minimum of 3 years of technical, procurement and business related work experience required.
  • Advanced/expert level skill in Excel is required. Familiarity with technical reporting, analytical and portfolio management tools, SAP, Lotus Notes.
  • Demonstrated knowledge and expertise in procurement processes as well as problem solving skills. Proven conceptual, analytical and evaluation skills. Strong organizational skills, with effectiveness in administering and prioritizing tasks to achieve target dates. A strong sense of responsibility and reliability and readiness to complete job in the time required.
  • Ability to manage sensitive and confidential information.
  • Excellent interpersonal skills, including ability to work effectively in a team/task force.
  • Prior experience with WBG processes is a plus.
  • Understanding of IT services and IT Project Management is a plus.
  • Knowledge on Microsoft SharePoint, Documentation experience.
  • Strong organizational skills, with effectiveness in administering and prioritizing tasks to achieve target dates.
  • Familiarity with any Vendor Management system will be an added advantage

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