Records Manager - DHR, Consultant, NYHQ
Job Number: 494015 |
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Consultancy
UNICEF was established in 1949. UNICEF promotes the rights and wellbeing of every child, in everything we do. Together with our partners, we work in 190 countries and territories to translate that commitment into practical action, focusing special effort on reaching the most vulnerable and excluded children, to the benefit of all children, everywhere. UNICEF has some 11,600 staff in more than 145 countries.
UNICEF, and specifically the Division of Human Resources (DHR), currently holds large amounts of records. Some are electronic, but most are in paper-based document form, which are neither properly filed nor securely managed through to appropriate retention and disposal. Most of the information is held in unstructured form i.e. paper-based files including staff Official Status Files (a quarter of all global files are located in a single file room in New York, the balance are located in filing cabinets in distributed offices in 145 countries); locked inside end-users' desktops; embedded in the email system; and more general reference documents uploaded to intranet document repositories. All this creates a significant challenge for overall information governance, risk mitigation, and the practical challenge of staff that create and need to use, refer to, and reuse, information in these documents and records.
In this regard, UNICEF has embarked on an organization-wide information, document and record management initiative; under which HR record management was positioned as the leading sub-project which now has been implemented in 2015. The HR record management system is beginning to mitigate the aforementioned risks and enable the easy and access-controlled search, retrieval and access to relevant parts of the official electronic records by multiple people whose actions is being automatically tracked, and will be tightly integrated with core HR systems, e.g., SAP (VISION), PageUp Talent Management system and Neocase Case Management system.
Terms of Reference / Deliverables
Given the above context, UNICEF is seeking a Records Manager, under a consultancy, to deliver the following:
- Lead the maintenance of HR's Records Management (Gimmal) implementation – and update as required -- in compliance with records best practices including system analysis methodologies, records and information management implementation processes and procedures and workflow processes required for implementation.
- Maintain the records management system classification scheme. Develop, maintain and update organizational retention schedule for new HR records. Communicate with key stakeholders to proactively ensure organizational understanding of the interrelationship of records and business processes.
- Lead the Field Office digitalization project and provide guidance and support to UNICEF Field Offices regarding digitization and Records Management. Manage Field Office digitization team.
- Provide technical and other support to the Human Resource function to digitize the Official Status Files of local staff in country offices while maintaining the highest standard of accuracy, efficiency, and security. Ensure the completion of the digitization of the remaining ("delta") OSF of International Professional staff and NYHQ General Service staff.
- Provide support to the development and implementation of other Human Resources records including Executive and Legal records.
- Provide support to the implementation of the Continuing Appointment project by ensuring that that the required data and documentation is captured in Talent Management and SAP VISION systems.
- Support Talent Management project management. Provide Talent Management system training for UNICEF Field Office and support for system users. Support promotion and information campaign including design of the promotion materials. Serve as web developer support for Talent Management project.
- Provide any training to staff in accessing and managing records. Provide support to users and IT in troubleshooting issues and proposing solutions.
- Candidate undertaking the assignment should have a minimum of six (6) years of experience in Information Management and Project Management or Human Resources related projects for the United Nations system or other international organizations.
- A relevant advanced university degree, or equivalent professional work experience combined with a university degree in a related field. A first level university degree in combination with qualifying experience may be accepted in lieu of the advance university degree.
- Experience with Records Management system based on SharePoint preferably with Gimmal platform. And also experience with large scale digitization projects in the international environment.
- Hands on experience in conducting training on IT System and Human Resource business processes in the United Nations context.
- Experience with SharePoint including design and development of web pages and sites.
- Ability to present highly complex arguments, information and ideas in an easy to understand and memorable fashion.
- Other technical skills including design using Adobe Package (Photoshop, Illustrator, InDesign).
- Knowledge of and experience with the ERP systems