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

Consultant, Implementation of Policy on Information Confidenciality. UNFCCC, Bonn. Open until 21 June 2011

UNITED NATIONS
NATIONS UNIES
FRAMEWORK CONVENTION ON CLIMATE CHANGE - Secretariat
CONVENTION - CADRE SUR LES CHANGEMENTS CLIMATIQUES - Secrétariat

CONSULTANCY
INFORMATION SERVICES (IS) PROGRAMME
ANNOUNCEMENT NO: 11/TA09/IS
PUBLICATION/TRANSMISSION DATE: 07 June 2011
DEADLINE FOR APPLICATION 21 June 2011
CONSULTANCY: Implementation of Policy on Information Confidentiality
DURATION OF APPOINTMENT: 60 days within period 15 July - 31 December 2011
DUTY STATION: Bonn, Germany and home of consultant
_____________________________________________________________________
Background
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat supports the Convention and
its Kyoto Protocol by a range of activities, including substantive and organizational support to meetings of
the Parties.

Information Services (IS) ensures that Information and Communication Technology (ICT),
Knowledge Management (KM), and Communications and Media Relations (CMR) services are in place
to assist Parties and the UNFCCC secretariat in managing and disseminating information.

Functions to be performed

Under the general guidance and supervision of the Chief of Knowledge Management Unit the
consultant develops procedures and practice for the treatment of sensitive and confidential information,
and identifies resource requirements for full implementation of the policy on information confidentiality,
and conducts related to training of secretariat staff and external stakeholders, such as members of
bodies that have been established under the Convention and Kyoto Protocol.

Implementation
1. Provide advice on best practices and standards to be applied in the context of the identification,
classification, access to and protection of sensitive information.
2. Prepare required procedures and guidelines containing clarifications and guidance to assist staff in
understanding the implementation of the policy on information confidentiality.
3. Develop roadmap with cost effective approaches for short term and long term solutions on managing
sensitive and confidential information, as well as developing the internal culture in regards to
confidentiality issues
4. Prepare forms and criteria to be completed and signed by secretariat staff to ensure compliance with
the policy on confidentiality of information. Advice on systems and technical requirements to
safeguard confidentiality in the area of information, document and records management, and the
secure storage of all digital information assets including application databases, email, and network
shared drives and others.
5. Taking into account existing in-house systems and processes, develop a coherent system for the
classification and marking of documents in line with information confidentiality policy provisions.
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6. Document functional requirements for the electronic holding of classified information assets,
including the creation, acquisition, transmission, retention and storage and of such information in
electronic and physical format. Present requirements to technical team and ensure coherent
translation of functional requirements into technical designs, as appropriate.
7. Develop the procedures and guidelines for declassification of sensitive information and approval
processes.
8. Based on consultation with the task team and Responsible Officers, establish a long-term
implementation plan.
Training
1. In consideration of best practices and UN standards, develop training programs and conduct
workshops for staff. Identify and train groups that would need tailored training programs (i.e.
Programme Directors, Records Management focal points).
2. Develop the necessary training materials and/or tools, and, if necessary, draft terms of reference and
identify possible contractors for additional outside expertise.

Deliverables
1. Procedures and guidelines on the implementation of the policy on information confidentiality.
2. Roadmap with cost effective approaches for short term and long term solutions on managing
sensitive and confidential information
3. Forms and criteria to be completed and signed by secretariat staff to ensure compliance with the
policy on confidentiality of information.
4. A coherent system for the classification and marking of documents in line with information
confidentiality policy provisions.
5. A document on the functional requirements for the electronic holding of classified information assets,
including the creation, acquisition, transmission, retention and storage and of such information in
electronic and physical format.
6. Procedures and guidelines for declassification of sensitive information and approval processes.
7. Training programs/workshops for staff and identified groups that would require tailored trainings.
8. Training materials and/or tools for ongoing training sessions that could be conducted by records
management staff. and, if necessary, draft terms of reference and identify possible contractors for
additional outside expertise.

Requirements
• Advanced university degree in information science, computer sciences, or a related field or discipline.
Combination of relevant academic qualifications and extensive experience may be accepted in lieu of
the advanced degree.
• Demonstrated experience in
o managing access to sensitive information and protection of confidential materials,
o developing policies, procedures and guidelines in information security management,
o communication skills and delivery of training.
• Fluency in English, knowledge of a second UN language is an advantage.

To apply

Candidates whose qualifications and experience match the requirements for this consultancy, please
use the on-line application system available at http://unfccc.int/secretariat/employment/recruitment.
Please note:
1. Qualified women candidates and candidates from developing countries are especially
encouraged to apply
2. Service is limited to the UNFCCC secretariat
3. We will confirm receipt of your application. However, only candidates under serious
consideration and contacted for an interview will receive notice of the final outcome of the
selection process.

General Manager, University Records & Policy. University of Melbourne. Open until the 15th of February

GENERAL MANAGER, UNIVERSITY RECORDS & POLICY
University of Melbourne

Position no.: 0325020
Employment type: Full-time Continuing
Campus: Parkville
University Secretary’s Department
Division of the Senior Vice-Principal
Salary: $107,722 p.a. plus employer superannuation contributions of 17%
The General Manager, University Records and Policy is part of a senior management team within the University Secretary’s Department. The position is accountable to the University Secretary for the operational and strategic management of the University’s Corporate Records and Policy Framework. The General Manager provides expert advice to senior officers of the University on records management policy and University-wide leadership and expertise to Budget Divisions on Records and Policy management.
The position is accountable for developing, implementing and monitoring University-wide record-keeping and records management policies, standards and guidelines, ensuring that they: (i) provide for administrative accountability; (ii) comply with legislative and regulatory requirements; (iii) contribute towards administrative efficiency; and (iv) conform to professional practices and standards for both paper and digital records.
The General Manager leads and directs the operation of the University of Melbourne Policy Framework, including management of the central integrated database for all administrative and academic polices.
This position works closely with other University Divisions and Departments, in particular with, Information Technology Services (ITS) and Information Management, in developing enterprise wide records management systems, structures for the management of University records, and the University’s Policy Framework.
Closing date: 15 February 2010
Your application should address the selection criteria. To obtain the position description, selection criteria and contact details for this role and to apply online go to www.hr.unimelb.edu.au/careers, click on 'Job Search' and search under the job title or job number.