Information Management Specialist for Research and Training Centre of the National Assembly of the Republic of Armenia. UNDP, Yerevan. Open until 25 April 2021

 

Information Management Specialist for Research and Training Centre of the National Assembly of the Republic of Armenia
Location :	Yerevan, ARMENIA
Application Deadline :	25-Apr-21 (Midnight New York, USA)
Type of Contract :	Individual Contract
Post Level :	National Consultant
Languages Required :	English
Starting Date : (date when the selected candidate is expected to start)	03-May-2021
Duration of Initial Contract :	Three months (estimated 40 consultancy days)
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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Modern Parliament for a Modern Armenia (MAP) project is designed to strengthen the National Assembly of the Republic of Armenia (NA) in its new and fundamentally enhanced role within the governance system in carrying out key functions of law-making, oversight, and representation. With a long-term goal of enhancing the overall effectiveness of the NA as a policy-making institution, the project is designed to support the newly elected NA to take advantage of the modern governance tools and mechanisms that are focusing on improved quality, transparency and inclusiveness of parliamentary operations and enhanced parliamentary capacity for gender-responsive policymaking. The three components of the project are focused on the areas of Legislative capacity, Legislative transparency, and Legislative responsiveness. To that end, a three-stage strategy will be applied: (i) catalytic stage of needs assessment, strategic agenda-setting, and pilots of the designed approaches, (ii) full-fledged implementation of the strategic agenda, tested approaches and activities, (iii) evaluation of the implementation, policy recommendations, and project closure. One of the components is development of Research and Training Center. There are different models for parliamentary research centres around the world. Moreover, various members of the Parliament and the Staff have different perspectives on the nature of the assistance expected by the Centre to the National Assembly. In the 1st stage the Research and Training Center concept was developed with the different proposed models of operation. In the 2nd stage the NA selects the model for the operational implementation of the Research and Training Center.  Information management is the collection and management of information from one or more sources and the distribution of that information to one or more audiences and in this case for the new Research and Training Centre of the NA.

Duties and Responsibilities

The information management specialist shall be responsible for liaising and consulting widely to develop effective information and records management practices, coordinate needs and provide recommendations that align with the strategic direction for departmental knowledge and records management. The information management specialist shall also support management and workflows of corporate information and records in a dynamic parliamentary technological environment. The specialist is responsible for coordinating the evaluation, development, implementation, maintenance and review of departmental information and records management policies, procedures, standards, parliamentary research and in-country and global trends, systems and guidelines in accordance with departmental requirements. The information management specialist is also responsible for coordinating the implementation and maintenance of the departmental business classification plan, corporate thesaurus and the records retention and disposal schedule and provide advice to MPs and senior staff on their application. The information management specialist will assist in the management of the evaluation, development, implementation, maintenance, review and support of the departmental electronic document and records management system(s). The information management specialist will work closely with the IT Department, Head of the Research and Training Centre in most direct manner. The consultant will act under the overall supervision of UNDP MAP Project CTA and Project coordinator to assist in the development of Information Management strategy for the Research and Training Center of the RA NA. Assist the development of an Information Management Strategy. Define the objectives / goals of information management, and then devise an action plan at each stage of the information management cycle (information requirements / data, data collection, processing, analysis, diffusion) to achieve all the objectives previously established. The strategy shall, among other, comprise the following: Executive summary Methodology Effective information and records management practices developed Strategic direction for departmental knowledge and records management Management system developed for workflows of information and records in a dynamic parliamentary technological environment Developed system for implementation and maintenance of the departmental business classification plan, corporate thesaurus and the records retention and disposal schedule and provide advice to MPs on their application. Action Plan Develop guidelines for information management in the Research and Training Centre. Support the strategic and operational decisions for processing and analysing data and information and present it in the format most useful for its analysis (eg reports, maps); Together with other relevant staff, design and implement a structured dissemination plan for all products and information services (eg, research reports, data, maps) through websites and other means, for example, hard copy, CD-ROMs; Help identify the Research Unit’s information requirements to ensure that the information it needs supports its work efficiently and effectively. Assist in the development and improvement of existing report templates; Manage the data collection, data entry and use of standardised systems to support the work of the Research Unit. Train staff in the development of databases to support the collection and processing of context specific data Identify and implement the data and information elements required to produce standardized information products and design and manage respective data/information collection plans for baseline and context-specific data.  Design and implement a structured dissemination plan for all information products and services as appropriate (e.g. web portal, mailing list, information centres, e-Library etc.) including the definition of standard operating procedures for clearing information products for release. Coordinate needs assessments across all departments and participate in joint needs assessments with other partners/clusters.  Support operational leads in making methodological decisions about how to conduct needs assessments. Provide training for the NA Staff and the Research and Training Centre. Expected deliverables Development of the Information Management Strategy-approved Guidelines on Information Management approved Payment mode: Payment will be conducted in the following instalments upon completion of each task and approval of deliverables by the UNDP MAP project, according to the below schedule: Delivery 1: 50% Delivery 2: 50%

Competencies

The ability to adapt to changing physical environments, work with differing levels of technology and keep abreast of the latest developments and innovations in the IT field are characteristic of information management specialists. Ability to write clearly and concisely in English for print and online publications Strong analytical, reporting and writing skills, including ability to produce high quality practical advisory reports and knowledge products; Openness to change and ability to receive/integrate feedback; Ability to plan, organize, implement and report on work; Ability to work effectively under pressure and tight deadlines; Proficiency in the use of office IT applications and internet in conducting research; Outstanding communication, project management and organizational skills; Excellent presentation and facilitation skills. Demonstrates integrity and ethical standards; Positive, constructive attitude to work; Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability; Capacity to interact with senior officials and elected Members and credibly influence senior decision makers; Strong analytical and teamwork skills

Required Skills and Experience

Education:  University degree in information management/librarianship, information technology, or any related area. Experience: At least five years’ experience of applied knowledge management, preferably in a parliamentary context and/or information management within an institution. Knowledge of the UN system and the humanitarian community. Knowledge of protection-related guidelines, standards and indicators. Proven skills to analyse statistical information. Advanced Excel skills (e.g. pivot tables, functions, etc.). Ability to translate planning-specifications into technical briefs for data capture and analysis, and vice versa. Ability to compile and holistically analyse diverse datasets. Experience with handling confidential data. A clear understanding of different data collection methodologies. Excellent written and oral presentation skills. Contribution/input into global reports on parliaments and technology is an asset Published journal articles on parliaments and technology is an asset Excellent research and analytical skills Languages:   Proficiency in the English language is required.   CANDIDATES WILL BE EVALUATED BASED ON THE FOLLOWING METHODOLOGY: Candidates will be evaluated using a cumulative analysis method taking into consideration the combination of the applicants' technical qualifications, experience and financial proposal. The contract will be awarded to the individual consultant whose offer has been evaluated and determined as technically responsive/compliant/acceptable to the requirements of the ToR and received the highest cumulative (technical and financial) score out of below defined technical and financial criteria. Only candidates obtaining a minimum of 49 points in the technical evaluation would be considered for financial evaluation. Technical Criteria - 70% of total evaluation - max. 70 points Financial Criteria - 30% of total evaluation - max. 30 points.   DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE APPLICATION. Financial Proposal and Availability form: OFFEROR’S LETTER TO UNDP (A total lump sum  option is applicable for this assignment) CV shall include Education/Qualification, Processional Certification, Employment Records /Experience General Conditions of Contract is available here: GENERAL CONDITIONS OF CONTRACT   Note: Please note you can upload only one document to this application (scan all documents that should be included in the application in one single PDF file and upload it).

International Consultant, EDRMS project. ADB, Manila. Open until 20 April 2021

This is a consultant position at the Asian Development Bank. In order to be considered for the position, applicants need to register in the Consultant Management System of ADB and submit their expression of interest for the vacancy.

Here’s the link to the page for the complete information about becoming an individual consultant for ADB: https://www.adb.org/business/how-to/how-can-i-become-adb-consultant

Here’s the link to the registration page: https://selfservice.adb.org/OA_HTML/adb/adbpos/jsp/ADBCMSHomepage.jsp

 To see the different consultancy advertisements: https://selfservice.adb.org/OA_HTML/OA.jsp?OAFunc=XXCRS_CSRN_HOME_PAGE

 For questions about the system, they may email: cmshelp@adb.org

For questions about the position: gcastanermarquardt@adb.org 

The details of the position are the following: Selection 168416: SC 116584 PHI: Electronic Records Management System and related Policies and Procedures. Position for 1 year (that can be extended to 2 years)

 Objective and Purpose of the Assignment

The Information Resources and Services Unit (OAIS-IR) within the Institutional Services Division of Office of Administrative Services (OAS) provides information resources and services to ADB staff and consultants. Our most important project for 2021 is the design and implementation of an EDRMS (Electronic Document and Records Management System) under ADB Digital Agenda 2030. EDRMS will have significant impact on overall business of the whole Bank as it aims at bolstering the records management functions of SharePoint and establishing a content management platform, including capturing, retention, research/retrieval, disposal, and archiving electronic records. The main objective of this engagement is to support the EDRMS project and introduce international good practice for updating ADB policies and procedures in connection with the project

Scope of Work

The Consultant will be home-based or headquarters-based as needed and his/her main responsibility will be assisting in the successful development and implementation of the EDRMS project. Work from home (WFH) outside duty station could apply until the lifting of the ongoing Community Quarantine in the Philippines due to COVID-19. Coordination with departments to provide support and guidance on records retention and access. Work closely with ITD to develop the system requirements for EDRMS. Updating ADB’s policies and procedures for archives and records management is also a fundamental deliverable of the assignment. Training the staff of the Records and Archives Team to keep them abreast with the latest international good practice on records management and specially on EDRMS implementation is the third dimension of the assignment, so as to ensure adequate hand-over of the concerned role and functions to national staff at the end of engagement period.

Detailed Tasks and/or Expected Output

Specifically, the Consultant shall undertake the following: • Help develop the ADB electronic filing system for the efficient and effective storage and retrieval of records, including departmental file plans in line with the new corporate-level File Plan. • Contribute as a key team member to the design and implementation of EDRMS, including development of retention rules, metadata, and workflows. • Assist in the supervision of the records management component of the ADB-wide electronic documents repository system and make recommendations for improvements as necessary. • Provide input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing consistency across all departments. • Help review and update records management policy and procedures in light of most recent international good practice. • Develop and implement an electronic records management training/workshop program for HQ and field offices staff. • Provide preliminary analysis and supports special studies on various work improvement projects initiated by the Unit, particularly in the areas of records and archives management, including outsourcing of services. • Support the leadership and oversight of ADB's electronic document filing systems. • Provide technical support to the Resident Missions on the efficient management of project records electronically, including e-file transmissions of delegated project documents. • Make recommendations for upgrading the storage and retrieval mechanisms currently used by the Unit, with a view toward the disposal of records that have microfilm or electronic facsimiles. • Provide input and advice on streamlining and formalizing workflow related to the transfer of paper- based records from departments to the records center. • Coordinate and serve as a resource speaker at Records Management Seminars for ADB staff. • Provide records management guidance and technical support to ADB's Departmental Files, assisting Departmental File Custodians in all aspects of the work (i.e. records processing, file station maintenance, and other duties). • Perform other duties that may be assigned by the Unit Head, OAIS-IR or Director, OAIS relevant to ADB’ s records and archives management system, and to the EDRMS project in particular.

Minimum Qualification Requirements

• Master’s degree in records/archives administration, library science, or other information management discipline; preferably with advanced training in archives and records management. • At least 5 years experience in records management and archives, including 3 years on electronic/digital records management. • Thorough knowledge of archival operations and preservation techniques. • Comprehensive knowledge and understanding of international best practices on records management policies and procedures. • Practical experience drafting policies and procedures in the fields of information management, archives and records management. • Comprehensive knowledge of Electronic Document and Records Management Systems (EDRMS). Experience implementing one at corporate level is an advantage. • Advanced SharePoint knowledge, focused specially on records management features. • Effective report-writing and communication skills in English. • Able to work collaboratively with teams as a constructive team member. • Strong oral and written communications skills.

Minimum General Experience 5 Years Minimum Specific Experience (relevant to assignment) 3 Years

Records and Information Management Expert. WIPO, Geneva. Open until 3 November 2020

 

Requisition Title : Records and Information Management Expert   Title of Assignment: Records and Information Management Expert Name of unit/sector: Records and Archives Section, Conference and General Services Division Place of Assignment: WIPO Geneva, Switzerland Expected places of travel (if applicable): None Expected duration of assignment: 12 months    1. Objective of the assignment WIPO recently completed Phase One of a major project to implement an Enterprise Content Management (ECM) system for the Organization based on OpenText Content Server. In Phase Two of the project, the ECM e-Repository will be progressively rolled out to all WIPO business units.   Working in the Information Structure stream of the Project, the Records and Information Management Expert will support the ECM roll-out by rapidly developing Business File Plans (BFPs) for all WIPO business units and advising the selective migration of content from the legacy share drives into the ECM.  2. Responsibilities Under the supervision of the Information Structure stream-lead, the Expert will work with WIPO business units to develop tailored BFPs, which meet the needs of each business unit while facilitating the consistent application of records management actions and information governance requirements within the ECM system. The Expert will inform business units about records and information management best practices; provide expert advice on metadata use and naming conventions; and help them to prioritize their content for migration to the ECM platform. 3. Deliverables/services Deliverables and services will be provided as follows: 1. Business File Plans (BFPs)  A. For each business unit assigned to the Expert, s/he will: • Research the business unit’s functions, activities and records using various methods (e.g., consult Program & Budget or Workplan information; conduct surveys/questionnaires; review existing shared drive folder structures, etc.);  • Conduct intensive workshops with business unit representatives to define the following: o Functions, activities and records series o Access groups o Metadata requirements o Records Management Classification o Security Classification; • As part of the workshops, make presentations on information management best practices and the ECM project’s approach to developing BFPs to ensure common understanding amongst workshop participants; • Liaise with other members of the Records and Archives Section to ensure compliance with records management requirements; • Share findings with the ECM Project team to ensure technical or user issues are communicated and find solutions as required; • Engage with all identified business unit stakeholders, solicit feedback on the draft BFP requirements, and make amendments as necessary;  • Obtain the business unit manager’s approval for the BFP requirements; • Review newly-created BFPs in the ECM system to ensure they properly reflect the submitted requirements; provide feedback as necessary; • Document and resolve changes requested by the business units. B. Monitor and adapt BFP development approach • Identify emerging patterns relating to user needs and responses, and propose standardized or re-usable solutions where appropriate; • Propose changes and improvements to the development approach as necessary. 2. Migration Advice and Support to Business Units  In preparation for the business unit’s migration to the ECM platform, the Expert will: • Advise on the migration approach best suited to the business needs; • Advise business unit representatives on cleaning up folders, naming conventions, and other practices; • Assist the business units in prioritizing content for migration, documenting the priorities, and communicating them to the ECM Project team. 4. Reporting   The Expert will be based within the Records and Archives Section, Conference and General Services Division, reporting to the Records and Information Management Officer (stream-lead of the Information Structure stream in the ECM Project). 5. Profile (e.g. area of specialization/expertise, specific knowledge/skills/experience) Essential: a. University degree in records or information management, archival science or a related discipline; b. At least 3 years of relevant professional experience as a records or information manager in an electronic environment; c. Knowledge of OpenText Content Server or similar ECM or EDRM systems;  d. Ability to communicate fluently in English; e. Experience developing file plans or records classification schemes; and f. Excellent analytical skills. Strongly Desirable: a. Ability to communicate fluently in French; b. Experience with the practical application of records retention rules in ECM or EDRM systems; d. Experience developing and implementing records management best practices in an organization; and e. Good knowledge of MS Excel.  6. Duration of contract and payment We expect the deliverables and services, as listed in 3, above, to be completed within 12 months of the contract start date. There is a possibility of an extension by up to one year.  Payment will be effected on a Time Material basis with a monthly time sheet. Applicants are requested to provide an indication of their daily rate expectations in Swiss francs.

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