PROJECT MANAGER - FINANCIAL INFORMATION SYSTEMS (BASED IN ANY OCBA-HUB)

GENERAL CONTEXT
Médecins Sans Frontières (MSF) is an international independent medical humanitarian action-driven organization, which offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed or political affiliation. 
 

FINIS CONTEXT
With the ambition to implement a new integrated finance solution, MSF OCBA launched the FINIS Project in January 2024. The initial phase focused on identifying, selecting, and deciding on the most suitable system for OCBA's finance and accounting management, meeting functional, technical, and security requirements. In December 2024, Microsoft Dynamics 365 Finance & Operations was selected as the future solution for the FINIS project, complemented by other PaaS solutions available in Microsoft 365.

The FINIS project operates within the broader ERP Program, which encompasses two other strategic projects:

• AKIBA: A supply chain management and logistics solution scheduled to begin deployment in 2025. Based on Microsoft Finance & Operations, AKIBA replaces various obsolete legacy systems and covers operations across both headquarters and field programs.
• HRIS: A human resources information system, whose design and implementation are set to begin in Q2 2025, with deployment planned by 2027. This system will replace SAP and other auxiliary solutions.

GENERAL OBJECTIVE
The Project Manager is responsible for planning, overseeing, and leading the FINIS project to successful completion. This includes delivering the project on time, within budget, and in scope while ensuring alignment with organizational goals. The Project Manager oversees the entire ERP implementation lifecycle of Microsoft Finance and Operations for the finance domain (FINIS).
Key responsibilities include:

• Project Planning and Execution: Develop and execute a detailed project management plan, working collaboratively with the assigned project team to implement it effectively.
• Project Oversight: Manage all aspects of the project, including setting deadlines, assigning responsibilities, monitoring progress, and summarizing achievements. Regularly prepare and present progress reports to upper management.
• Stakeholder Collaboration: Work closely with internal and external suppliers to ensure all deliverables, including equipment and system commissioning, are completed as required. Oversee the successful handover to the relevant business or functional area managing the service.

MAIN FUNCTIONS OF THE PROJECT MANAGER POSITION

• Manage the plan and the scope of the project 
  • Assist in the definition and revision of the project scope and objectives, involving all relevant stakeholders and ensuring technical feasibility.
  • Develop project management & execution plans and manage their implementation.
• Manage day to day work alongside the project team and ensures project targets (scope, schedule, cost, quality) are constantly monitored to ensure project delivery & success.
  • Ensure that the project is delivered on-time, within scope and within budget, managing any changes to those constraints prior proper validations.
• Manage the project budget and resources 
  • Meet budgetary objectives and makes adjustments to project constraints based on financial analysis and prior approval of the sponsor / steering group.
  • Constantly monitor cost with the support of the Finance Department and review invoices to ensure that proper payment timings and allocation.
• Manage suppliers & third parties
  • Lead any tender processes linked to the project and related contracting processes, with the participation of the designated internal stakeholders and the support of different teams (PMO, Procurement, Legal, DPO, etc.), in order to count on the most suitable services and suppliers for achieving the objectives of the project.
  • Ensure the appropriate execution of the administrative tasks required for the project.
  • Establish and maintain relationships with third parties / vendors that participate in the project, coordinating as well joint work between internal resources and third parties/vendors for a flawless execution of the project.
• Manage the project team 
  • Directly manage the assigned project team to ensure project objectives and stakeholders’ expectations are met.
  • Work closely with other roles, such as managers, subject matter experts, and those involved with business analysis, to ensure the project objectives are aligned with other projects and with overall MSF strategic ambitions.
  • Work in collaboration with AKIBA (Supply Chain) and HRIS (Human Resources) Project Managers to properly allocate and share the support team resources within the ERP Program (Change & Communication & Training team, and Technical team).
• Manage stakeholders, communication & change
  • Work with the IT Leadership and the Finance Direction to understand the strategic objectives of the project and ensure, the alignment with those of the Finance Department and overall for MSF OCBA social mission.
  • Lead communications in collaboration with the Communication & Change Manager, with the steering group, sponsorship, team members, and other stakeholders, including providing direction and vision for the success of the project. 
  • Closely manage relationships with the steering group, relevant stakeholders and overall OCBA staff through appropriate meetings, targeted communications, reports, expectation management, gathering and providing feedback.
  • Ensure successful relationship management by building trust, satisfying concerns, seeking consensus, balancing competing and/or opposing needs, applying persuasion, negotiation, compromise, and conflict resolution skills, developing and nurturing personal and professional networks.
  • Assist the Communication & Change Manager is the Change Management strategy and its application.
• Manage risks, opportunities and issues
  • Manage project risks to minimize their impact, and similarly manages project opportunities to maximize their potential benefit. This includes defining mitigation / maximization strategies and plans, as well as their follow up. 
  • Initiate, record, manage and resolve project issues, that could arise during the lifecycle of the project, and escalate when needed for appropriate decision making.
  • Work with the IT leadership and the Finance Direction, as well as other key stakeholders, to address political and strategic issues that may impact the project.
• Manage project control & reporting
  • Perform quality control on the project throughout development (planning) and monitoring project metrics to maintain the standards expected.
  • Conduct project review and create detailed reports on performance and status.
• Apply standard frameworks and IT overall guidelines, participate in cross project coordination, and manage project documentation
  • Ensure MSF standard Project Management guidelines are followed, with the support of the PMO & IT Governance unit, though always adapting practices to ensure smooth and successful management of the project.
  • Carefully observe and ensure implementation of guidelines and policies related to information security / cybersecurity and privacy compliance, establishing the required coordination mechanisms with the Information Security team (IT) and the DPO (GRC).
  • In collaboration with the Technical Leader, involve key areas in Projects & IT for key technology decision making, and very specially with the Architecture & Data area, carefully ensuring that the future Finance Information Systems are fully aligned and integrated into the overall OCBA technological ecosystem and are optimized for efficient service provisioning and future business-as-usual running mode.
  • With the support of the P&IT Lead, proactively interact and coordinate work with other project managers and teams, to ensure potential cross-impacts between projects is properly managed, and resources are prioritized in the best way to meet overall MSF strategic ambitions. Strong coordination will be specifically required with the AKIBA (Supply Chain) project team and HRIS (Human Ressource) team within the ERP Program.
  • The PM is responsible for all project documentation, and oversees their communication in/out., ensuring they are properly gathered and stored or archived in MSF information management systems.

SELECTION CRITERIA

• Academic Background: An advanced degree in computer science, engineering or business management
• Min 6 years experience working with business applications, from which at least 4 years in project management, ideally with strong experience having led the implementation of an ERP solution. 
• Demonstrable relevant knowledge on key financial concepts and processes is a must to succeed in this role.
• Managerial acumen and strong communication skills, with the ability of translating complex technical concepts into easy to understand ideas.
• Excellence in key project management disciplines: change management & transitioning, stakeholder management, communications, budget & cost management, risk management.
• Relevant knowledge of some of the top market ERP technologies (SAP, MS Dynamics, Oracle, etc.), data integration, cloud solutions. Experience in implementing Microsoft Finance & Operations for Finance is a strong Asset.
• Good knowledge and experience with project management frameworks and methodologies: PMBOK, PRINCE2, agile & hybrid delivery.
• Used to work in matrix reporting environment with various stakeholders.
• Fluency in English and Spanish is required; French will be an asset.
• Field experience with MSF or other humanitarian organizations will be considered an asset, even more in the case of having managed finances in an MSF mission.

CONDITIONS

• Position based in any MSF OCBA Hub (Barcelona, MSF-Spain office delegations, Amman, Bogota, Dakar or Nairobi). Final location will be subject to the employability of the preselected candidate (residency, work permit, etc.).
• Full time job.
• Duration: until completion of the project – end 2028.
• Annual gross salary:HQ-4A level + secondary benefits based on MSF OCBA Reward Policy. Subjected to local conditions. 
• Starting date: as soon as possible.

HOW TO APPLY

• To apply, please submit your CV and cover letter.
• Closing date:13th of January 2025, 23:59 CET (Central European Time).

MSF is committed to achieving workforce diversity in terms of gender, race, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are encouraged to apply. We are committed to achieving a balanced gender distribution and therefore encourage women to apply.

All applications will be treated with the strictest confidence. MSF provides a work environment that reflects the values of gender equality, teamwork, integrity and a healthy balance of work and life.MSF does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment and discrimination. All selected candidates will, therefore, undergo reference checks.

Médecins Sans Frontières, as a responsible employer, under the¨Ley General de la Discapacidad de 2013 (LGD)¨ invite those persons with a recognized disability and with an interest in the humanitarian area to apply for the above-mentioned position.