Senior Consultant (for Records and Archives). FAO. Open until 22 June 2020

CALL FOR EXPRESSIONS OF INTEREST - VACANCY ANNOUNCEMENT: 2001245 

 

Senior Consultant (for Records and Archives) 

Job Posting: 01/Jun/2020

Closure Date: 22/Jun/2020, 11:59:00 PM

Organizational Unit: CSD

Job Type: Non-staff opportunities

Type of Requisition: Consultant / PSA (Personal Services Agreement)

Grade Level: N/A

Primary Location: Home-Based

Duration: 3.5 months

Post Number: N/A

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

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FAO is committed to achieving workforce diversity in terms of gender and nationality

People with disabilities are equally encouraged to apply

All applications will be treated with the strictest confidentiality

The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization

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Organizational Setting   The Corporate Services Department is responsible for ensuring that the administrative and financial policies and practices of FAO are effective and efficient in supporting the Organization’ s strategic framework. Specifically, CS provides services to FAO employees and FAO members in the areas of finance, procurement, travel and other administrative areas. It has recently been entrusted with the function of Records and archives.   Reporting Lines   Under the general guidance of the Assistant Director-General Corporate Services Department and the direct supervision of the Senior Programme Coordinator of the Corporate Services Department, in consultation with steering committee members from CIO, DDN, LEG, OCC, OSD, PS the consultant shall undertake the following activities:     Tasks and responsibilities   Records Carry out an initial review of MS 601 (FAO Administrative Manual) and related procedures and practices in the light of the ISO 15489 standard and the findings and recommendations in AUD1219 (including how R&A management fits within the broader framework of knowledge management in FAO); Review externally triggered records management obligations (e.g. the EU requiring supporting documentation for approval of financial reports, the US requiring 3 year retention of records); Interview key stakeholders including all Regional Offices and selected other decentralized offices; Review UN best practices and interview selected agencies on their approaches and strategies for ensuring modern and fit for purpose records and archives management practices; On the basis of (1),  (2), (3) and (4) propose an actionable ISO-compliant definition of “record” and a corresponding fit-for-purpose record management cycle; Propose reorganization of the corporate records and archives function in FAO, based on the concept of Office of Primary Responsibility (OPR), i.e. a centralized records management system in which Records Management Centers (RMCs) are given responsibility for keeping the Organization’s master set of a particular type of record; Provide a definition of roles and responsibilities, in consultation with the OPR, RMCs and other stakeholders; Identify, catalogue and make an inventory of all FAO record generation processes including systems (GRMS, PIRES, FPMIS, etc) and tools (FAO Handbook); Review and work in full cognizance of other on-going corporate projects with which synergies, linkages and actual data exchange will be necessary. Such projects include the ERP upgrade, PROMYS and the area of Data Protection; Provide a draft proposal for a comprehensive Records Management System; Propose a suitable periodic review mechanism of the corporate records management infrastructure (policies and tools) bearing in mind the constant evolution of record generation technology in a knowledge management organization.   Archives Propose strategic plan and operational arrangements for archival services and facilities indicating adequate strategies for digitalization and knowledge management requirements ; Advise on optimum archive storage conditions for long-term protection with full intellectual control and access to contents. Develop a R&A training programme for OPR, RMC and other staff for due compliance with new policies and procedures. Based on the above analyses and proposals for both records and archives functions, prepare a comprehensive update of MS  601.   CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING     Minimum Requirements   University degree in Library and Information Science, Information Management or archival sciences or related field Ten years of proven experience in Records and Archives management in writing records and archives policy or guidance (please provide samples)  and in digital records and archives management. Working knowledge of English, French or Spanish and limited knowledge of one of the other two or Arabic, Chinese, Russian.    FAO Core Competencies   Results Focus Teamwork Communication Building Effective Relationships Knowledge Sharing and Continuous Improvement   Technical/Functional Skills   Work experience in more than one location or area of work Extent and relevance of experience in records and archives management in large organizations Extent and relevance of experience in working in the field of Records and Archives management for the United Nations Familiarity with ISO 15489

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Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency

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ADDITIONAL INFORMATION

FAO does not charge any fee at any stage of the recruitment process (application, interview, processing)

Please note that FAO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list
If you are in possession of language certificate/s from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT), please attach the certificate/s when submitting the application.

 

For more information, visit the FAO employment website

 

HOW TO APPLY

To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Incomplete applications will not be considered. Only applications received through the recruitment portal will be considered.

We encourage applicants to submit the application well before the deadline

If you need help please contact: Careers@fao.org

FAO IS A NON-SMOKING ENVIRONMENT

Information Resources and Services Assistant (Records and Archives). ADB, Manila. Open until 29 April 2015

Information Resources and Services Assistant (Records and Archives) (Re-advertisement)

 

Reference Number	ADB-HR-15-0262
Department	Office of Administrative Services
Division	Information Resources and Services Unit
Location	ADB HQ
Date Posted	Wednesday, 15 April 2015
Closing Date	Wednesday, 29 April 2015 5:00 p.m. (1700 Manila Time, 0800 GMT)

Job Purpose

To assist the Information Resources and Services Unit in the management of ADB’s records and archives in electronic and paper formats in accordance with ADB guidelines and policies.

Expected Outcomes

Archives Organization, Maintenance and Conservation

Assists in maintaining the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.

Helps in organizing the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.

 

Electronic Records and Documents Organization

Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.

Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.

Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.

Executes the tests scenarios for ERMS that are created by OIST, evaluates the results of these tests and reports the findings to facilitate needed improvements in the system.

 

Records and Documents Retrieval

Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.

 

Records Management Audit

Supports the records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.

Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.

 

Others

Performs other duties as may be assigned or reflected in the incumbent’s work plan.

Education Requirements

- Bachelor's degree in library science, computer science, information technology, information management discipline or related field.

Relevant Experience

Work experience

- At least 5 years experience in information management

 

Technical knowledge

- Sound working knowledge and understanding of ADB’s records management system, policies and procedures

- Sound working knowledge of digital imaging and electronic documents conversion processes

• Sound working knowledge of ADB’s ISO 14001/EHSMS 18001 best practices particularly on records management
• Proficient in ADB standard software programs and information technologies

People and leadership skills

- Able to liaise and work effectively with staff within own work location

- Able to work collaboratively with teams as a constructive team member

- Good command of written and spoken English

Core Competencies

Application of Technical Knowledge and Skills

• Deals with routine queries and correspondence in accordance with procedures
• Proactively seeks relevant development opportunities and submits for approval
• Produces summaries and frameworks by collecting and analyzing diverse information

Client Orientation

• Adjusts style and approach to respect and serve different clients
• Conveys messages by asking questions and using different approaches
• Identifies when a client issue requires escalation
• Responds to clients without prompts or reminders from senior colleagues

Achieving Results and Problem Solving

• Proposes solutions to minimize delays and setbacks in completing work
• Reviews all task objectives and achieves core deliverables
• Uses time management and organizational skills to promptly complete work to the required standard
• Delivers beyond the stated task objectives

Working Together

• Consistently works effectively with individuals of different views, culture, nationality, gender, and age
• Consistently seeks assistance when requirements are unclear
• Provides timely updates on relevant information
• Freely shares and seeks useful knowledge and to complete work

Communication and Knowledge Sharing

• Uses effective written and oral communication in preparing documents, presentations and interactions
• Asks questions to understand how to follow up on feedback
• Locates relevant information to expedite workflow

Innovation and Change

• Adopts new policies, systems and processes in a timely fashion
• Shares ideas for how work can be completed more effectively

Immediate Reporting

• Supervisor: Designated International Staff and senior National Staff

We encourage diversity in our workplace and support an inclusive work environment.

Applications for current vacancies are received through the ADB Recruitment Center (ARC), a system that automates ADB's recruitment process. ARC facilitates the submission of applications, and enables applicants to check status of their applications on ADB's website. You will need to create an account before making any submissions.