Consultant
OVERVIEW
Parent Sector : Division for Conferences, Languages and Documents (CLD)
Duty Station: Paris
Job Family: Administration
Type of contract : Non Staff
Duration of contract : From 1 to 6 months
Recruitment open to : External candidates
Application Deadline (Midnight Duty Station Time) : 20-April-25
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
The Division responsible for managing conferences, languages, and documents is undertaking a process reengineering initiative to optimize its operational efficiency and performance. In this context, it seeks to engage a qualified consultant or expert to propose organizational improvements, optimize workflow management, and integrate suitable automation and digitalization solutions, as well as to strengthen internal and external communication and knowledge management systems. The Consultant is expected to provide a comprehensive analysis and practical recommendations:
1. Objectives of the Assignment:
• Optimize internal processes using proven methodologies (Lean, Six Sigma, BPMN, PERT, Critical Path, etc.).
• Improve queue management by modeling flows and proposing tailored solutions.
• Submit proposal for organizational adjustments to align with the revised processes.
• Propose automation and digitalization tools to streamline tasks, automate workflows in order to improve efficiency.
• Identify AI use cases relevant to the organization’s goals and design and implement AI-driven solutions for data analysis
• Develop dashboards for monitoring and decision-making at different management levels.
• Structure and organize data, rules, and procedures to enhance knowledge management.
• Develop guidelines and workflows for capturing, storing, and sharing knowledge.
• Ensure integration of the database with existing tools and platforms.
2. Methodology and Approach
• Diagnosis phase: Data collection, stakeholder interviews, and process analysis.
• Analysis and proposal phase: Development of solutions based on best practices and the Division’s specific needs.
• Validation and finalization phase: Presentation of findings and adjustments based on feedback.
3. The consultant will conduct a comprehensive review of the Division’s operations, ensuring a holistic approach. The assessment will cover all functional areas, with phased implementation as needed to align with the Division’s core areas of work and specific operational workflows to be processed along the following phases:
• Phase 1: Events management
• Phase 2: Translation and documents management
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4. Expected Deliverables
At the end of each phase, the consultant must provide:
a. An assessment to identify capacity gaps, including workload, within the Division, ensuring that process optimization and organizational adjustments are supported by the necessary resources.
b. A detailed proposal for process reengineering, including diagrams integrating queue management based on a comprehensive baseline assessment outlining the current operational workflows, bottlenecks, existing inefficiencies, and performance indicators to be achieved.
The deliverable should include a data-driven analysis of current processes, , and service delivery benchmarks to establish a foundation for informed recommendations.
c. A proposal for organizational adjustments aligned with the optimized processes, along with an implementation roadmap.
d. Recommendations for automation and digitalization tools to streamline key procedures.
e. Dashboard models for process monitoring and performance tracking.
f. A structured knowledge management framework guidelines and data basis structure .
f. A document with proposed website improvements.
h. A detailed internal and external communication plan.
i. Recommendation for trainings to support the implementation of the recommendations.
j. A final report with a long-term implementation roadmap together with an internal and external communication plan to promote the Division’s activities ,including improving the infographics and ergonomics of the website.
Long Description
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
• Proven experience (minimum 10 years) in process reengineering and workflow optimization
• Expertise in methodologies such as Lean, Six Sigma, BPMN, PERT, Critical Path, and queue management
• Knowledge of Workflow automation and digital tools and transformation (experience with workflow management and dashboard tools)
• Experience in organizational structuring in transformation projects
• Competence in developing dashboards and performance indicators
• Strong analytical and synthesis skills
• Excellent knowledge of English or French, and very good knowledge of the other language
• Strong knowledge of document management and structured information systems within complex institutions.
• Change management and communication strategies in institutional settings.
Required Skills and Expertise
• Expertise in process modeling tools (PERT, flowcharts, BPMN, etc.).
• Proficiency in digital tools and automation solutions (ERP, document management software, dashboarding tools).
• Analytical and problem-solving skills.
• Excellent writing and communication skills
• Experience in project management and organizational change
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DESIRABLE QUALIFICATIONS
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BENEFITS AND ENTITLEMENTS
SELECTION AND RECRUITMENT PROCESS
Interested candidates are invited to submit:
A detailed CV highlighting relevant experience and references
References from similar projects conducted recently
A cover letter explaining their approach to the assignment including and detailed project management approach:
A methodological note outlining their approach to addressing the Division’s needs.
Develop a comprehensive project plan with clear timelines, milestones, and deliverables.
Mechanism to Monitor progress and provide regular updates to stakeholders.
Mechanism to Identify and mitigate risks to ensure successful project delivery.
Financial proposal, including daily or monthly rates.
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as an interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
Please note that UNESCO is a non-smoking Organization.