Knowledge Management Specialist - SharePoint Administrator, P-3. UNICEF, New York. Open until 8 August 2016

Job Number: 496791 | Vacancy Link
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Fixed Term Staff

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Purpose of the Position
The incumbent of this post will be responsible for management, setup and maintenance of emergent Enterprise Records Management platform for both electronic and physical records. This would involve setup, configuration, maintenance, support, custom development, environment and application security management, and customization of SharePoint environment integrating with Third Party software for all UNICEF's electronic and physical records. This includes building records management systems frameworks, definition and setup of metadata and classification schemas, management of document repositories, integration, setup and management of hierarchical storage management systems as defined by the ECM project. The incumbent will also provide expert advice on best practices and techniques for the development and operationalization of enterprise records management solutions.

Key Expected Results

• Plan, identify, and maintain original and current configuration of requirements documentation, design documentation, hardware/software, and related documentation. Setup configuration with data management, enforcing policies, and processes for products. Draft and document policies and procedures for the administration (governance, security, replication, clustering) and management of the environment including disaster recovery.
• Responsible for the effective technical management of the organization's records and document management application infrastructure. The duties entail planning, testing, and implementation phases related to the periodic upgrades of the records and archive management environment.
• Coordinate with corporate-wide SharePoint development teams and business users in product testing, User Acceptance Testing (UAT), and implementation of Solutions. Integrate and interface Enterprise Records Management solutions with other IT systems operational within UNICEF such as ERP application
• Administration, maintenance, monitoring, and support for the UNICEF Enterprise records management environment Configure lists, document libraries, reports, views, groups, site collections, administered identity authentication and authorization practices. Apply operating system, , SharePoint, and 3rd party add-ons patches and cumulative updates.
• Work closely with cross functional technical teams to elicit and validate user requirements to develop custom workflows, pages, sites, alerts, permissions, list views, and implement scripts as necessary.
• Support management and operationalization of electronic and physical record filing systems as well disposition into Enterprise Records management systems.
• Troubleshooting for SharePoint including Gimmal and other Records management add-on environment - understanding, gathering data, and documenting issues, analyzing, and investigating problems.
• Provides third level technical support to the records management application administration and content owner team, including importing data to records management application from other systems.

Qualifications of Successful Candidate

• An advanced university degree (Master's) in Computer Sciences, Software Engineering, Information System Management, Business Administration, or a directly related field(s) is required.*
• A relevant first-level university degree (Bachelor's), in combination with 7 years of relevant work experience, may be accepted in lieu of the advanced university degree (Master's).
• A minimum of five (5) years of relevant experience at the national or international levels in advanced SharePoint governance, administration, security, management, monitoring, system development, in support of organizational or other relevant areas is required.
• Prior experience in managing a database driven records and archive management, content management, or document management system is required.
• Prior work experience in design, setup, and implementation of knowledge/information management systems is required.
• Prior work experience in design, setup, and implementation of knowledge/information management systems is required.
• Prior working knowledge of Development including Power Shell and Team Foundation, .NET, C#, HTML, and XML is desirable.
• Prior working knowledge of IIS web server and SharePoint configuration and administration is an asset.
• Working knowledge of Windows OS is desirable.
• Working knowledge of an enterprise database such as MS SQL Server and Oracle is desirable.
• Previous hands on experience implementing electronic and physical records management along with user-centered design is highly desirable.
• Working experience of Gimmal Records Management and/or related technology implementation including setup, configuration and support is plus is considered an asset.
• Previous hands on experience in a supervisory/managerial capacity is desirable.
• Fluency in English and French (written & verbal) is required. Knowledge of another official UN Language (Arabic, Chinese, Russian, Spanish) is considered an asset.

Competencies of Successful Candidate

• Communicates effectively to varied audiences, including during formal public speaking
• Sets high standards for quality of work and consistently achieves project goals
• Able to work effectively in a multi-cultural environment
• Ensures that team or department follows relevant company policies and procedures
• Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources
• Demonstrates and shares detailed technical knowledge and expertise
• Has good leadership and supervisory skills; co-ordinates group activities, ensuring that roles within the team are clear.
• Sets clearly defined objectives and plans activities for self, own team or department

 To view our competency framework, please click here. 

Remarks
This position has an end date of 31 December 2017.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

Opening Date 8 Jul 2016 Eastern Standard Time
Closing Date 6 Aug 2016 Eastern Standard Time

Records Management Consultant. UNICEF, New York. Open until 13 July 2016

Job Number: 496670 | Vacancy Link
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Consultancy

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments. UNICEF has over 12,000 staff in more than 145 countries.

BACKGROUND
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.
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 has begun 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 Management Consultant, under a consultancy, to deliver the following:

1. Support 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. 
2. Coordinate migration of documents to Records system control Quality and completnes  of the uploaded documents.  
3. Maintain the records management system classification scheme.Work closely with ECM Project and communicate with key stakeholders to proactively ensure understanding of the interrelationship of records and business processes. 
4. Lead the Field Office digitalization and OSF Verification project and provide guidance and support to UNICEF Field Offices regarding digitization and Records Management.  
5. Support GSSC in updating of Designation of Beneficiaries documents and upload to Records Centre.  
6. Work closely with DHR Performance Management unit to support updates and access to PER's in Records System  
7. 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.  
8. Provide any training to staff in accessing and managing records.  Provide support to users and IT in troubleshooting issues and proposing solutions.  

Qualifications

• 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. 
• Knowledge of and experience with the ERP systems 

Requirements
Please provide a cover letter and the United Nations Personal History Form (P11) highlighting previous engagements which meet the qualification criteria described above. Please indicate your ability, availability and daily/monthly rate (in US$) to undertake the terms of reference above.  Applications submitted without a daily/monthly rate will not be considered.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.


Opening Date 1 Jul 2016 Eastern Standard Time
Closing Date 13 Jul 2016 Eastern Standard Time