Document Management System Analyst. UN Volunteers, Bonn. Open until 25 April 2014

INDIVIDUAL CONSULTANT PROCUREMENT NOTICE

Date: 16 April 2014


Job title: 64491_Document Management System Analyst for UNV

Duty station (city, country):
Home based and Bonn, Germany

Job Globally advertised:
International

Practice area:
Management

Brand :
UNV

Type of Contract:
Individual Contract

Category :
External

Post type :
International consultant

Languages required:
English

Starting date: 12 May 2014

Application Deadline: 25 April 2014

Duration of initial contract: 4 months

Expected duration of the assignment: 4 months

Project name: UNV Document Management Project

1. BACKGROUND


The United Nations Volunteers (UNV) programme is the UN organization that contributes to peace and development through volunteerism worldwide. Volunteerism is a powerful means of engaging people in tackling development challenges, and it can transform the pace and nature of development. Volunteerism benefits both society at large and the individual volunteer by strengthening trust, solidarity and reciprocity among citizens, and by purposefully creating opportunities for participation. UNV contributes to peace and development by advocating for recognition of volunteers, working with partners to integrate volunteerism into development programming, and mobilizing an increasing number and diversity of volunteers, including experienced UN Volunteers, throughout the world. UNV embraces volunteerism as universal and inclusive, and recognizes volunteerism in its diversity, as well as the values that sustain it: free will, commitment, engagement and solidarity.

UNV is headquartered in Bonn, Germany and has approximately 150 staff positions- with the majority in Bonn and some positions with different peacekeeping and political missions, and in other headquarters locations (e.g. New York and Tokyo).

Management Services Division is directly responsible for providing the full range of services including financial, human resources, procurement, safety and security, administrative, information technology and ATLAS services to UNV Headquarters in a timely, proactive and responsive manner ensuring productive, cost effective and efficient input and output between the divisions.

Administration Unit forms part of the MSD group. The unit is focused on delivery of the high quality services of: procurement, travel, security management, administration and registry services. Registry services are representing a very important share of the AU workload.

After the "Content and Knowledge Management in UNV" review in 2008, the UNV portal project started in 2009 with the aim of replacing the at-the-time current intranet, Knowledge Platform and shared network drives with a unified document and content repository. The project was planned to have following functionalities:

• Development of an online Portal that would replace the UNV Intranet, Knowledge Platform web site and shared drives;

• Document management implementation across the organization;

• Development of policies and procedures for document and content management processes including the required Governance structure;

• Development of collaborative tools to manage users, documents, knowledge products, discussions and interactions between the users.

In the last quarter of 2011, the Portal was launched, first in HQ, followed by the rollout to field unit staff in June 2012.

In February 2013, a "Document Management Consultancy" was launched to review the current information architecture and usability of the system. Recommendations were made for new content types, site columns and templates and their integration into existing system, and a draft document retention policy was proposed. This consultancy ended in April 2013.

To develop and maintain a user friendly, sustainable and rational DMS for UNV in Bonn and external expertise is required to finalize the work initiated in 2013.


2. MAIN OBJECTIVES, RESPONSABILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK.

2. Description of Responsibilities (scope of the work)


This consultancy would continue the previous Document Management Consultancy and lead the process to get approval of the recommended changes liaise with various units and assist ICTS and its implementation.

• Review the DMS analysis report of 2013 and organize meetings with technical focal points, the Portal Committee and UNV senior management to confirm business processes and usage of content types, site columns and templates.

• Amend and distribute for comments the UNV Document Retention Policy. Policy brief must entail recommendations on how to identify, capture, record, analyze, classify, store and index relevant information. Present the final version of the Policy on the Portal Committee and Managers Forum. Develop a document defining final metadata and content types, as well as templates for implementation into the SharePoint DMS.

• Prepare guidance for the archiving of paper based and electronic document. Prepare Standard Operating Procedures (SOP) for archiving of content in place, and a final report of status/progress of archiving with next steps. Develop a workflow for registry of receiving/maintaining/distributing/filing and disposing data. Training manuals, guidelines on how to use DMS and its metadata, how to apply DMS to handle daily incoming documentation via: regular mail, pouch, courier, fax and e-mail.

• Provide or organize training to technical focal points and staff on DMS related topics such as Metadata, SharePoint Content types, work processes and document archiving Based on the log of identified training needs, define 3 topics required for training, developed training material and handouts, and execute each training 3 times. These teaching techniques can be replaced by others (i.e. video tutorials, FAQs, etc.) by agreement with UNV supervisor.


Main deliverables are:

1. Revised draft of UNV Document Retention Policy by, end of May, 2014.

2. UNV Document Retention Policy discussed at all levels and presented to the Portal Committee by mid June 2014.

3. Guidance document and SOPs developed for the archiving of electronic and paper based data by end June 2014.

4. Workflows, procedures and SOPs developed and tested prior implementation (test Report to be prepared) for Registry services by the end September 2014:

a. Handling incoming data (regular mail, fax, courier, e-mail) internal distribution, maintenance, failing and disposal;

b. Handling outgoing data.

5. Training manuals, guidelines on using DMS and metadata by the end of September 2014. Kindly consider two missions to Bonn – in the beginning and toward the end of the consultancy for presentation.


3. Competencies

• Knowledge of and substantial experience in developing and implementing DMS;

• Experience in conducting DMS assessments, and analysis;

• Knowledge of the UN system and in particular UNDP and UNV;

•
Ability and willingness to work under pressure and with tight deadlines;

•
Behavioral competencies appropriate to a multi-cultural environment, including sensitivity and respect for cultural and gender diversity;

• Ability to develop clear goals that are consistent with agreed strategies.


4. Qualifications

Education;

•
Advanced University Degree in Information Management/Science, Library, or a related field;

• Professional certification in document management or knowledge management is an additional asset.


Experience;

•
At least five years of relevant professional experience gained from at least two different positions related to planning, designing and implementing document management;

• Proven experience with designing document management solutions with MS SharePoint 2010;


 Proven experience working with International and UN organizations;

 Experience with moderating diverse groups of stake holders and facilitating decision making processes.

Language requirement.


•
Excellent analytical, drafting, editing and communication skills in English.

FINANCIAL PROPOSAL

5. Application procedure:


Applicants have to provide a technical and financial proposal.

The technical proposal shall describe the methodology and the approach how to fulfill the required deliverables as well as outline the major components of its implementation.

The financial proposal shall consist of all-inclusive lump sum for the whole duration of the contract period, which shall include the consultancy fee, costs of living, and cost of travel to and from the duty station. The financial proposal shall contain a breakdown of these costs and indicate the number of off-days the consultant wants to take during the contract period (if any).

The lump sum/contract price is fixed regardless of subsequent changes in the cost components.


Criteria for Selection of the Best offer:


The selection of the best offer will be based on the combined scoring method – where the qualifications and methodology will be weighted – 70%, and combined with the price offer which will be weighted 30%.

Key selection criteria are:

 Proposed approach and methodology (30%)


 Proven experience in Information Management (15%)

 Proven analytical skills (15%)

 Proven experience working with International or UN agencies (10%)

Qualified candidates are requested to apply online via the UNDP website. Interested candidates are advised to carefully review this ToR and ensure that they meet the requirements and qualifications described above. Applications should contain: A brief cover letter, a short summary of relevant qualifications and a technical proposal. Please paste the letter into the "Resume and Motivation" section of the electronic application. A current completed and signed P11 form/ UN Personal History Form in English. Blank form can be downloaded from www.sas.undp.org/documents/p11_personal_history_form.doc

Please also include your CV. Contact details for 3 references. Incomplete applications will not be considered. Please make sure you provide all requested materials. All documents should be scanned and attached in one pdf format document.


Financial proposal
should be sent in a separate e-mail and addressed to : procurement@unv.org clearly marking the job title in the subject line.

Qualified women and members of social minorities are encouraged to apply. Due to the large number of applications we receive, we are only able to inform the successful candidates about the outcome or status of the selection process