Information Management consultant/Archivist/Documentation Specialist, ICS-8. UNOPS, Geneva. Open until 23 February 2016

Vacancy code VA/2016/B5007/9463

Position title Information Management/Archivist

Level ICS-8

Department/office ECR, GVA, Geneva

Duty station Geneva, Switzerland

Contract type International ICA

Contract levelI ICA-1

Duration 100 working days

Application period 10-Feb-2016 to 23-Feb-2016

           

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

                                

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peace building, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.
With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.
A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.


Switzerland
UNOPS in Switzerland is based in Geneva and has excellent links with the international community. Local and international partners call upon the UNOPS Switzerland office for expertise in fund management, project management, procurement of goods and services, and human resources administration to ensure successful delivery of their projects. Focus areas include health, water, and sanitation.

Background Information - Job-specific

The incumbent will be based in the Secretariat of the Stop TB Partnership, a collective force of more than 1300 partners dedicated to the fight against Tuberculosis (TB) – a disease that is curable but still kills three people every minute. The Partnership is recognized as a unique international body with the power to align actors all over the world in the fight against TB. The Stop TB Partnership Secretariat is housed by the United Nations Office for Project Services in Geneva, Switzerland.
Founded in 2001, the Stop TB Partnership's mission is to serve every person who is vulnerable to TB and ensure that high-quality treatment is available to all who need it. Our partners include international and technical organizations, government programmes, research and funding agencies, foundations, NGOs, civil society and community groups and the private sector.

Functional Responsibilities

The Information Management consultant/Archivist/Documentation Specialist is responsible for providing services of information management, documentation and archives to STBP. In particular, he/she ensures all aspects related to the lifecycle of paper and electronic documents, across all possible status and forms, are properly managed.
Reports to the Deputy Executive Secretary, working in close cooperation with the STBP IT Officer and other team members.
He/she will:

• Review and analyse the context and content of documents for central filing or archiving purposes and define related indexation based on metadata/tags FOR EASY RETRIEVAL; for Finance and programmatic Evaluations the filing should be Audit compliant as per international Accounting and Financial Standards and programmatic evaluation requirements.
• Draft proactive evolution of procedures for paper based and electronic documents, local and central filing along with archiving, ensuring alignment between both; this includes a classification plan in the form of metadata, the appropriate grouping of documents WITH STANDARDIZED NOMENCLATURE and all other activities pertaining to the storage and archiving best practices;
• Inquire with the various service providers in the storage, document management and archiving domains to provide solutions for STBP requirements;
• Review existing hard copy archives and assists to sort, file/group documents and label filing cabinets aligning them to team work streams and team physical locations;
• Produce a final list (site plan) of both electronic and hard copy documents providing an easily retrievable and comprehensive bird’s-eye view.

3. Monitoring and Progress Controls
(Clear description of measurable outputs, milestones, key performance indicators and/or reporting requirements which will enable performance monitoring)
The Archivist/Documentation Specialist will be responsible for the electronic and hard copy storage and archiving management of STBP.  This includes the lifecycle of all business documentation (identification, organisation, filing, monitoring and retrieval of documents).
-       Clearly defined indexation based on metadata/tags for easy retrieval of documents
-       A classification plan pertaining to the storage and archiving best practices
-       Clearly labeled filing cabinets with file/group documents aligned to team work streams
-       Final list (site plan) of both electronic and hard copy documents

Competencies

• Strong analytical skills and capacity to provide sound judgement, to decide on archiving/documentation matters and to communicate effectively;
• Good interpersonal skills, ability to liaise with personnel at all levels and adapt the style accordingly;
• Ability to work in a diverse team environment is essential;
• Ability to work in close cooperation with others, propose solutions and ensure end product. Customer focused and result oriented;
• Capacity to organize his/her work, set priorities and meet deadlines; Integrity, flexibility and adaptability.

• UNOPS competencies:
• Required: Creativity and innovation, ability to analyze and learn, decision making, quality orientation, result orientation, communication skill, networking skills, client focus

Education

Essential
A Master's degree with a qualification in documentation, archives and/or content management or related area,

OR,

A Bachelor’s degree in the same subject areas combined with two additional years of relevant experience to substitute for the master's degree.

Experience

Essential
A minimum of three (3) years’ experience post master's degree or seven (7) years post bachelor's degree in working as an Archivist/Documentation specialist/ELECTRONIC LIBRARY or equivalent;

• Knowledge of concepts, methods (i.e. ISO standards) and the required technical skills for managing information resources;
• Knowledge of solutions/implementations of Document Management Systems and/or Content Management Systems);
• Good knowledge about ELECTRONIC office tools used within STBP (Word, Excel, PowerPoint, SHARED DRIVES, CLOUDS, ETC);

Languages

Fluency in written and spoken English is required.

Working knowledge of French, Arabic, Portuguese, Spanish or Russian language skills is desirable.

Contract type, level and duration

Contract type: Individual Contractor Agreement (ICA)
Contract level: International Specialist Level 2
Contract duration: 100 working days


For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

CANDIDATES MUST SUBMIT A COVER LETTER WITH THEIR APPLICATION.