Consultant – Support the adoption of Delegation of Authority, Manila, Philippines (WPRO) – WHO jobs

• Location: Manila, Philippines
• Vacancy No: N/A 
• Salary: N/A
• Organization: WHO
• Gender: Both
• Deadline: 2024-02-28

Purpose of the Consultancy

The consultancy’s purpose is to support the adoption of the updated Delegation of Authority (DoA) to WHO Representatives and division directors in the Regional Office by (i) developing operational standard operating procedures (SOPs) aligned with the DoA Handbook, (ii) developing a training plan for WHO staff in Regional and county offices and administrative hubs in the Pacific, Mekong and Non-Mekong countries  in the Western Pacific Region (WPR), and (iii) supporting the adaptation of the SOPs with the broader context of WHO operations

Background

WPR is one of the six regions of the World Health Organization. Headquartered in Manila, Philippines, the WHO Regional Office in the Western Pacific support health authorities and other partners in 37 countries and areas in the Western Pacific.

In May 2023, the WHO Director-General and the acting Regional Director  of WPRO jointly signed a Delegation of Authority to WHO Representatives in WPR. The authorities delegated included programme management, financial management, procurement, human resources management, duty travel, and resource mobilization, among other general authorities. Also, in May 2023, the acting regional director signed a Delegation of Authority to the division directors in the regional office, similar to the authority granted to WHO representatives.

The WHO Regional Office for the Western Pacific undertook an ambitious plan to simplify key processes over the summer of 2023. The culture change initiative identified several processes for simplification, including programme management, recruitment of staff and consultants and publications, and the Delegation of Authority to Country Liaison Officers.

WPRO is currently developing a DoA Handbook to clearly outline the impact of the DoA on processes. The handbook includes processes on programme management, human resource management, direct financial contribution (DFC), goods and service procurement and resource mobilization, among others. To support the operationalization of this handbook and the process flows contained within it, WPRO aims to develop a set of operational Standard Operating Procedures (SOPs) for each process and a training plan for staff in the Regional and country offices and the three administrative hubs.

Deliverables

The DoA Handbook includes high-level process flows for programme management, human resources management (including recruitment of staff and consultants) goods and services procurement, Direct Financial Contribution, resource mobilisation and duty travel, outlining the authority delegated to WHO Representatives and Division Directors in the context of the signed 2023 DoA.

The consultant  is expected to support the Change Management Group and work with relevant Process Owners by documenting detailed operational SOPs with step-by-step instruction for each process step in the context of the new DoA, aimed to build capacity, and support the designated officers in the Regional and country office and administrative hubs  to implement all the processes in the DoA Handbook in a unified manner to enhance the overall efficiency. The consultant will also work with a training team, identified by the Director of Administration and Finance , to co-develop training materials.

The work of the STC will be overseen by the Change Management Group in WPRO. The contractor is expected to deliver on following outputs:

Output/s

Output 1: Regional and country offices and administrative hubs capacitated and supported to deliver on DoA consistently across offices.

Deliverable 1.1 Develop detailed, step-by-step operational SOPs to describe how processes should be executed in the context of the DoA, to ensure consistent implementation across offices and hubs in the Region.

• Participate in initial discussions to recap high-level processes with process owners in the context of the DA
• Provide regular feedback to the group on progress across various work streams
• Act as a thought partner and advisor to the Group, as required, throughout the engagement period
• Identify roles and responsibilities of individuals involved in key processes
• Identify any capacity constraints for offices and hubs to implement DoA processes, and relevant mitigating strategies or opportunities for capacity building and training, including seeking support from Hubs or third parties as needed
• Document any potential risks for offices and hubs in the context of the DoA, and potential mitigating strategies
• Document any quality control measures, and standards that must be adhered to
• Refer to relevant documents, guidelines or regulations that underwrite processes

Output 2: Regional and country offices and administrative hubs equipped with a training plan, a prepared and informed training team, and resources to execute training for  staff in the context of new DoA.

Deliverable 2.1: Co-develop training plan for WHO staff in collaboration with training team (to be identified by DAF)

• Conduct needs assessment in coordination with training team on critical training areas for staff in context of new DoA
• Collaborate and engage in discussions with training team to understand modules needed for training plan
• Define mode of delivery/facilitation for trainings
• Define objectives of training and ensure alignment with overall Transformation objectives
• Engage RO business owners as needed to gather inputs for training plan and content
• Identify necessary trainers and facilitators, as well as ‘Training of Trainers’ (ToT) as needed
• Develop system for collection of feedback during and after the training
• Define indicators for success and key learning outcomes for training participants
• Identify the specific group of individuals that will be participating in training sessions
• Support the design of training plan for one-day training of WRs / CLOs
• Support the design of training plan for one-day training of division directors
• Engage trained WRs/CLOs for feedback on key focus areas for CO and administrative hub staff training.
• Engage trained division directors for feedback on key focus areas for RO staff training
  Share the lessons learned in a structured manner with Change Management Group, Business Owners and the Director of Administration & Finance (DAF)
• Output 3: Standard Operating Procedures adapted to the broader context of WHO operations.

Deliverable 2.2 Benchmark SOPs with existing processes in headquarters or other Regions or against recognized standards and best practices in the industry.

• Collaborate and work closely with headquarters and other regions to identify areas for adaptation of Standard Operating Procedures
• Review relevant documents, guidelines or regulatory processes from headquarters and other regions
• Recommend actionable steps to address any gaps.

Qualifications, experience, skills and languages

Educational Qualifications:

Essential: Advanced university degree (master’s) in a relevant field (such as public health and/or management, accounting, business/public administration or physical or social sciences).
Desirable: Qualifications in instructional design, training/ facilitation design and delivery

Experience

Essential: A minimum of seven years of work experience relevant to the position (in development of public health programmes or administrative processes, project management ).
Desirable: Demonstrated experience in developing, designing and delivering, training programs, development of SoPs and guidelines that support the implementation of systems and processes. Experience of delivering products using instructional design approaches.

Skills/knowledge:

Knowledge of instructional design techniques and approaches to facilitation and training design

Language requirements:

Excellent knowledge of spoken and written English

Location

On site: The consultant will be based in WHO WPRO in Manila, Philippines.

Travel

The consultant is expected to travel. The work might require occasional travel to countries in the Region.

Remuneration and budget

Remuneration: TBD
Duration: 5.5 months, 12 March 2024 to 31 August 2024 (subject to confirmation)

ADDITIONAL INFORMATION

•    This vacancy notice may be used to fill other similar positions at the same grade level
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