Business Analyst – Digital Transformation of Education Management Systems -Consultant

Result of Service1- From 01 June To 30 June 2025 - Project plan with a timeline for development and implementation, including resource allocation and staffing requirements for the IT development team - Days to complete the deliverable: 3 weeks - Module Status Report 1: Monthly progress updates tracking development stages, challenges, and adjustments for each module - Days to complete the deliverable: 1 week * Deliverable fee due by 5th of the month following deliverable approval. 2- From 01 July To 31 July 2025 - Business Requirements Document (BRD), Process Flow Diagrams and Functional Specifications Document (FSD) - Days to complete the deliverable: 3 weeks - Module Status Report 2: Monthly progress updates tracking development stages, challenges, and adjustments for each module - Days to complete the deliverable: 1 week * Deliverable fee due by 5th of the month following deliverable approval. 3- From 01 August To 31 August 2025 - Module Status Reports: Monthly progress updates tracking development stages, challenges, and adjustments for each module - Days to complete the deliverable: Full Month. * Deliverable fee due by 5th of the month following deliverable approval. 4- From 01 September To 30 September 2025 - Module Status Report 4: Monthly progress updates tracking development stages, challenges, and adjustments for each module- Days to complete the deliverable: Full Month. * Deliverable fee due by 5th of the month following deliverable approval. 5- From 01 October To 31 October 2025 - Testing and Quality Assurance Reports: This includes a structured User Acceptance Testing (UAT) plan, detailed test cases, and reports documenting the outcomes of testing phases along with any identified issues and their resolutions - Days to complete the deliverable: 3 weeks - Module Status Report 5: Monthly progress updates tracking development stages, challenges, and adjustments for each module - Days to complete the deliverable: 1 week * Deliverable fee due by 5th of the month following deliverable approval. 6- From 01 November To 30 November 2025 - Simulation Results Report: A report presenting simulation results based on current or baseline data to demonstrate the impact and improvements achieved with the automated Class Formation system compared to existing processes - Days to complete the deliverable: 3 weeks - Handover Dossier: Compilation of all key documents, user guides, and system documentation to support future phases or onboarding of new personnel - Days to complete the deliverable: 1 week * Deliverable fee due by 5th of the month following deliverable approval. *The consultant will be recruited at an international P3 level, including indemnity fees. Work LocationDuty Station is HQ Amman, Jordan - Given the complexity of the role, the need for frequent collaboration with internal stakeholders, and the fast-paced nature of the project, having the Business Analyst based at HQ Amman ensures efficient coordination and timely decision-making Expected duration6 Months Duties and ResponsibilitiesThe UNRWA Education Department is advancing the digitalization of its core functions under Outcome 2 of the ICT4E operational plan: \"The UNRWA education department functions are digitalized to boost the digital transformation of the education system and support evidence-based decision-making.\" This initiative is aligned with the KfW scope of financial support to UNRWA. It aims to modernize EMIS as a core component of the learning management system, and a source of data to inform the strategic planning, resource allocation, and operational efficiency of the education program. Three major modules fall under this effort: 1- Class Formation (CF) – or School Mapping – Module – Digitizing the student, teacher and class sections assignment process. 2- Premises Module (PM) – Enhancing school infrastructure mapping and insights on the utilization of classroom data. 3- EMIS Enhancements – Strengthening the system’s usability and effectiveness, data quality mechanisms, and reporting features. To ensure successful implementation, the department is recruiting a Business analyst with a strong project management background. This role will be responsible for overseeing the IT development and integration of these digital solutions, ensuring alignment of digital solutions with the Department's functional and operational needs, coordinating technical delivery, and overseeing planning and quality assurance. The Business Analyst will ensure that all modules are technically robust, scalable, and fully aligned with the strategic objectives of the Education Department and its field offices according to the needs of users within the Education Department and field offices. Objectives The primary objective of the Business Analyst is to support the Education Department in the successful execution of the Digital Transformation Projects (Class Formation, EMIS, and Premises Module). This includes gathering and analyzing requirements, developing detailed project documentation, ensuring that the digital solutions meet the needs of the department, ensuring quality implementation of solutions, managing technical teams when needed, and coordinating deliverables across departments. Specific objectives: - Conduct needs assessments and prepare a detailed project roadmap, outlining priorities, dependencies, and key milestones for the digitization efforts. - Lead the process of gathering, refining, and documenting business and functional requirements for the CF, EMIS, and PM modules. - Act as the strategic interface between education staff and IT teams to ensure that digital solutions are informed by user needs and aligned with operational and policy priorities. - Support the development of the CF module (pilot and full rollout), ensuring a user-centered approach, high data quality, and compliance with UNRWA’s education norms and standards. - Oversee the implementation process, monitoring timelines, risks, deliverables, and quality standards, and coordinating across Education and IT teams. - Conduct user acceptance testing (UAT) in collaboration with end users to validate functionality and ensure digital solutions meet operational requirements. - Prepare regular project status reports and updates for internal stakeholders and donors, highlighting progress, challenges, and recommendations. - Supervise and assess the work of developers as required, ensuring timely delivery, functionality, and integration of systems. - Contribute to the preparation of training materials and guidance for pilot and final users, in collaboration with other Education Department staff. - Additional Duties: Perform any other related duties as required to support the digital transformation objectives of the Education Department. Scope of work The Business Analyst will take a lead role in the IT technical implementation and integration of the EMIS modernization, Premises Module enhancements, and the digitization of the Class Formation process. Specific Outputs/Tasks include but not limited to: * Requirement Gathering and System Analysis - Conduct detailed business analysis to assess process needs and system improvements (EMIS, Premises Module, and CF module). - Collaborate with education content experts to develop detailed technical requirements, user stories, and process flow diagrams that accurately reflect functional and technical needs. - Produce high-quality documentation including business process maps, functional requirement specifications, and user stories. * Planning & Coordination - Lead the IT development and maintenance of a comprehensive roadmap for the digitization of CF, EMIS, and PM modules, including key milestones, deliverables, and dependencies. - Coordinate with the education and IT teams to ensure the digitization plan aligns with operational timelines, such as the school year cycle. - Identify resource needs and flag any capacity or implementation risks in advance. * Oversight of Development Activities - Ensure alignment between business requirements and the functionalities being developed. - Collaborate with IMTD and/or external developers to ensure system design aligns with the requirements collected. - Supervise and assess the work of developers, providing feedback and ensuring coordination between interdependent modules (e.g., CF and PM). - Provide support in prioritizing system functionalities for phased delivery, focusing on essential features for piloting and rollout phases. - Track development progress and flag deviations from scope, timeline, or quality. * Testing and Quality Assurance - Design and oversee user acceptance testing (UAT) processes, ensuring that test cases are informed by field realities and operational requirements. - Document user feedback and oversee necessary refinements with developers or IMTD teams. * Reporting and Documentation - Develop and maintain a project monitoring framework with indicators, timelines, and key outputs. - Provide structured feedback reports on CF, PM, and EMIS module functionality. - Draft regular status updates and reports for internal stakeholders if needed, highlighting achievements, risks, and mitigation strategies. - Document key issues and propose iterative improvements for each module. - Contribute to developing basic training materials for pilot users of CF. - Ensure institutional memory is preserved by documenting all relevant processes, changes, and technical decisions. Qualifications/special skills- Advanced degree in Information Technology, or a related field – or equivalency BA and 7 years of experience. - At least 5 years of experience in business analysis, ideally in digital transformation projects. - Prior experience overseeing or coordinating the work of developers and ensuring delivery against timelines and quality standards. - Strong analytical and problem-solving skills. - Excellent communication and interpersonal skills. - Proficiency in business analysis tools and techniques. - Ability to create functional specifications, process flow diagrams, and structured documentation. - Experience with data validation mechanisms and reporting system improvements would be beneficial. - A minimum of 2 continuous years of relevant international experience outside UNRWA, and outside the country(s) of which the candidate is a national or holds citizenship, a passport, or a national identity number is desirable. - Business analysis, ideally in digital transformation projects. - Experience in the education sector, specifically in education technology or EMIS-related projects is highly desirable. LanguagesProficiency in English, Arabic is desirable. Additional Information- The Business Analyst will report primarily to the Strategic Planning Specialist in the Education Department. Secondary reporting will be to the Senior Technical Lead Consultant in the Digital Impact Technology and Innovation Department. - The Business Analyst will work closely with the project team, including fields and end-users, software developers, solution architects, and quality assurance officers under Project: KfW, Digi3 - Duration: 6 months, subject to extension based on project needs, funds availability and performance of the incumbent. The expected starting date is June 1, 2025. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.