Jobs Info

Records Management Specialist, P-3, #99343, ITSS - New York HQ

Job Number: 498748 | Vacancy Link
Location: Information Tech Solutions & Services
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
Under the direction of the Senior Project Manager, the incumbent of this post will:

• Implement and lead the development and rollout of the  Enterprise Content Management (ECM).
• Lead the implementation of the records management stream of the project in compliance with records best practices including system analysis methodologies, records and information management implementation processes and procedures and workflow processes required for implementation.
• Develop, implement, and maintain organization wide classification scheme, controlled vocabulary and retention schedules
• Communicate with key stakeholders to proactively ensure organizational understanding of the interrelationship of records and business processes
• Provide any training to staff in accessing and managing records of any form or media.
• Support Senior Project Manager in implementation of the ECM project.
• Perform other duties as required.
  

Key Expected Results

• Operationalizes and implements organizational guidelines, as defined by the ECM project that support teams regarding the identification, preservation, collection, processing, and review of information.  Ongoing program-related activities would include the design, delivery, and provision of advisory and operational support of ECM program services.
• Manages records intake, release, destruction, and access procedures for the NYHQ departments and field offices; ensures compliance with policies, and ensures completion of the process. Responds to questions, and provides instruction and training as needed.
• Manages classification of large information collections in the data centers, case rooms, file cabinets, offsite storage facilities, or wherever recorded information may be found.

• Using a data driven focus develops a process improvement process that leads to a positive and measurable impact on space management where there are housing costs, including electronic storage.
• Identifies a continuous performance and quality improvement effort and monitoring and reporting system. Regularly reports the status of performance and quality improvement efforts and impacts.

• Communicates regularly with Senior Project Manager - ECM to ascertain the status of activities to ensure information is managed accurately and appropriately.
• Provides direction and support for all staff regarding various information governance questions along with liaising with other internal / external users.
• Develops and provides trainings for personnel on a variety of information governance topics.
• Ensures the quality, consistency and appropriateness of communication materials that are developed, produced, and disseminated to staff members. 
• Provides necessary support and insights on developing records and information management social medial and supplier communication strategy.

• As required, under direction of the Senior Project Manager - ECM, collaborates with other agencies, local authorities and implementing partners on administrative matters including information exchange and harmonization.
  

 Qualifications of Successful Candidate

• An advanced university degree (Master's) in Archival Studies, Information Sciences, or a directly related field(s) is required.
• A minimum of five (5) years of relevant experience at the national or international levels in information management, records management, and project management or other relevant areas is required.
• Prior experience with large scale digitalization projects is considered is desired.
• Prior experience in understanding of international development issues is an asset.
• Prior experience working with a multilateral or UN organization is highly desirable.
• Fluency in English (written & verbal) is required. Knowledge of an additional UN Language (Arabic, Chinese, Russian and Spanish) is considered an asset.

Competencies of Successful Candidate

• Communicates effectively to varied audiences, including during formal public speaking.
• Consistently achieves high-level results, managing and delivering projects on-time and on-budget.
• Able to work effectively in a multi-cultural environment.
• Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources.
• Demonstrates, applies and shares expert technical knowledge across the organization.
• Ensures that team or department follows relevant company policies and procedures. 

To view our competency framework, please click here. 
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 25 Aug 2016 Eastern Standard Time
Closing Date 13 Sep 2016 Eastern Standard Time

Vacancy code VA/2016/B5007/9463

Vacancy code VA/2016/B5004/9542

Records Manager - DHR, Consultant, NYHQ

Job Number: 494015 |
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Consultancy

About UNICEF
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.


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.
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:

1. 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.
   
2. 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.
   
3. 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.
   
4. 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.
   
5. Provide support to the development and implementation of other Human Resources records including Executive and Legal records.
   
6. 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. 
   
7. 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.
   
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.
  
• Technical skills and experience in Web design, for example, using html, CSS, JavaScript, PHP, MySQL, Bootstrap
  
• Other technical skills including design using Adobe Package (Photoshop, Illustrator, InDesign).
  
• Knowledge of and experience with the ERP systems

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.

STAFF VACANCIES

 
Ref. 1522TAAST4

The European Insurance and Occupational Pensions Authority (EIOPA) is currently inviting applications for a position as Document Management Specialist for its Headquarters in Frankfurt, Germany.

EIOPA is at the heart of insurance and occupational pensions supervision in the European Union. It is part of the European System of Financial Supervision, consisting of three European Supervisory Authorities and the European Systemic Risk Board. EIOPA is an independent advisory body to the European Parliament, the Council of the European Union and the European Commission.

EIOPA�s core responsibilities are to support the stability of the financial system, transparency of markets and financial products as well as the protection of insurance policyholders, pension scheme members and their beneficiaries. The successful candidate will join the young European Agency EIOPA which has a friendly, close-knit office of international staff, located in Frankfurt.

Further information on EIOPA is available at www.eiopa.europa.eu.

Document Management Specialist

Job description


Major purpose

The successful candidate will contribute to EIOPA�s activities in the fields of document management, records management, and archiving. He/she will carry out needs assessments, contribute to the development of policies, maintain the file plan, support document management system projects, and ensure regulatory compliance.

Main responsibilities

? Conducting needs assessments to identify document management, records management and archiving requirements;

? Contributing to the development, maintenance and improvement of document management, records management and archiving policies, procedures and working instructions in close co-operation with other teams to facilitate the efficient, legal, andsecure handling of information, as well as ensuring their correct application;

? Developing, maintaining and updating the file plan, taxonomy, workflows and corporate document templates in close collaboration with business users;

? Supporting the requirements specification, implementation, testing, roll-out and configuration of electronic document processing, retrieval, and distribution systems in collaboration with information technology experts;

? Administrating access rights and revision control to ensure security of the systems and integrity of documents, and providing training and assistance to end users;

? Assisting in procuring, organising and maintaining the appropriate systems and in-house facilities to serve as archives;

? Monitoring regulatory activity to maintain compliance with the relevant document and records management rules and regulations, and keeping abreast of developments in document management technologies and techniques;

? Any other tasks as required.

REQUIREMENTS



Eligibility Criteria

? Thorough knowledge of one of the languages of the Communities and a satisfactory knowledge of another language of the Communities;

? Be a national of a Member State of the European Union, Norway, Iceland or Liechtenstein;

? Be entitled to his or her full rights as a citizen;1

? Have fulfilled any obligations imposed by the applicable laws on military service;

? Be physically fit to perform the duties linked to the post.2

1 Prior to the appointment, the successful candidate will be asked to provide a Police certificate confirming the absence of any criminal record.

2 Before being engaged, a candidate shall be medically examined by one of the institution�s medical officers in order that the institution may be satisfied that he fulfils the requirements of Article 12 (2)(d) of the Conditions of Employment of Other Servants of the European Communities.

Essential Skills

? Qualification:

a) A level of post-secondary education attested by a diploma, preferably in management information systems, library sciences, information science, computer science, business administration or a related field, or 3/5

b) A level of secondary education attested by a diploma giving access to post-secondary education, and relevant professional experience of at least three years, or

c) Where justified in the interests of the service, professional training or professional experience of an equivalent level, preferably in management information systems, library sciences, information science, computer science, business administration or a related field.

? Have at least 6 years of proven full-time professional experience in a field relevant for this position acquired after the qualification required under a), b) or c) above.

? Proven experience and knowledge in developing document management, records management or archiving policies;

? Proven experience and knowledge in developing and maintaining file plans and document classification frameworks;

? Proven experience and knowledge in supporting the implementation of document, archiving or records management systems;

? Very good command of oral and written English;

? Working knowledge of MS Office, in particular Word, Excel and PowerPoint.

Desirable Skills

? Professional work experience in a multicultural environment.

? Knowledge of the European Union Institution�s rules and regulations on document management, records management or archiving;

? Proven experience and knowledge in Microsoft SharePoint technologies;

? Proven experience in liaising with business experts;

? Knowledge of a third EU language.

For the above position, the following behavioural competencies have to be fulfilled:

? Flexibility in terms of openness to taking over other tasks within EIOPA in view of the dynamic and evolving institutional environment;

? Excellent team player sharing relevant information and supporting team members without taking over responsibility for their work, able to work in different teams with different levels of stakeholders in a multicultural environment;

 
? Being able to have and express a critical view towards own performance and open to learn from experience;

? Examines critically and applies relevant approaches geared towards successful business solutions;

? Contributes to policies development from concept to practical implementation;

? Understands who his/her clients are and what their expectations are;

? Shows commitment towards achieving organisational goals.

Place of employment



Frankfurt am Main, Germany

Function group and grade



AST4

Monthly basic salary



3 875.06 EUR plus specific allowances where applicable*.

Start date



1 December 2015

Contract type and duration



Temporary Agent fixed-term contract of three years with possibility of extension.

Reserve list



Possibility of reserve list with validity until up to 12 months, in case of more than one successful candidate.

*Summary of Conditions of Employment



1. Salaries are exempted from national tax, instead a Community tax is paid at source;

2. Annual leave entitlement of two days per calendar month plus additional days for grade, distance from the place of origin and in addition on average 15 EIOPA holidays per year;

3. General and relevant technical training plus professional development opportunities;

4. EU Pension Scheme (after 10 years of service);

5. EU Joint Sickness and Insurance Scheme, accident and occupational disease insurance coverage, unemployment and invalidity allowance and travel insurance;

Depending on the individual family circumstances and the place of origin, the staff member may be, in addition, entitled to:

1. Expatriation allowance;

2. Household allowance;

3. Dependent child allowance;

4. Education allowance;

10. Installation allowance and reimbursement of removal costs;

11. Initial temporary daily subsistence allowance;

12. Other benefits.

Application process



The recruitment process will include a panel interview and a written test. In addition, there may be a pre-screening exercise, a presentation to be delivered by the candidate and a bilateral interview.

Applications should be submitted in English language including (1) a CV clearly indicating responsibilities and experience gained in previous positions (please list exact dates of your work experience and academic qualifications gained) and (2) a motivation letter of no more than one page, explaining why you are interested in the post and what would be your added value you would bring to EIOPA if selected.

Applicants will be assessed on the basis of the eligibility and selection criteria specified in the vacancy notice and these must be met by the closing date of the vacancy notice.

Applications should be submitted to

recruitment@eiopa.europa.eu, specifying in the subject the reference number above. Deadline for application is 23:59 CET on 11 October 2015.

Posting Title: Information Management Assistant (Temporary Job Opening), G6 (Temporary Job Opening) Job Code Title: INFORMATION MANAGEMENT ASSISTANT Department/ Office: Office of Legal Affairs Duty Station: NEW YORK

Posting Period:

8 September 2015-15 September 2015

Job Opening number:

15-IMA-OLA-47871-J-NEW YORK (T)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice This position is available for a period of six months with possibility of extension. Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. "Passing the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY or the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat." Notes: � A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further �stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013�� Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified. � Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat. � Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station. � While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions. � The expression �Internal candidates�, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. � Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law. � For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1. � The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English Org. Setting and Reporting This position is located in the Archive Unit, Office of Under-Secretary-General, Office of Legal Affairs. The incumbent reports to the Principal Information Management Assistant. Responsibilities Under the direct supervision of the Principal Information Management Assistant of the Archive Unit, the Information Management Assistant will be responsible for the following duties: � Analyze and prepare records for digitization; apply classification to records for filing, access and retrieval. � Assist Legal Officers in research queries and retrieval of records and archives. � Manage physical and digital records according to their file plan. � Update and manage the records� database and the shared drive. � Facilitate and prepare inactive records for transfer the Archives and Records Management Section (ARMS) using the eForm. � Provide outreach to OLA staff on recordkeeping practices and legal research tools. � Assist in the development of OLA�s records management policy and practice; assist in the development of OLA�s retention schedule. � Identify record sensitivity levels to ensure secure storage. � Maintain documentation of archives and records management practices within OLA. Competencies PROFESSIONALISM: Knowledge of archive and record management best practice; Ability to undertake independent research, identify and assess issues and develop accurate retrieval tools for relevant records; Ability to work under pressure and apply practical problem-solving skills as needed. Extensive knowledge of the United Nations policies and procedures for information management. Knowledge of computer software relevant for application to archives, library, documentation and recordkeeping is required. Ability to identify clients' needs and matches them to appropriate solutions. Shows pride in work and in achievements; Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. Education High school or equivalent diploma. Training in archives and records management is required. Work Experience A minimum of seven years of experience in archives, records management and related area is required. Relevant experience within the United Nations common system is desirable. Experience with managing legal records is desirable. Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of French or Spanish is desirable. Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. United Nations Considerations Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law. The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage. Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS� BANK ACCOUNTS

Terms of Reference

Records Management Specialist, UNDP/IPU Parliamentary Support Programme,

Union Assembly of Myanmar

Location :
Nay Pyi Taw, Myanmar

Application Deadline :
Wednesday, 2 September 2015

Type of Contract :
Consultancy

Daily remuneration:
To be negotiated

Languages Required :
English

Starting Date :
mid-late September 2015 (or as negotiated)

Duration of Initial Contract :
6-8 weeks (may be extended)

Expected Duration of Assignment :
3-4 months (may be extended)

Developing Records Management classification, policies and training

I. Background


The current Constitution of the Republic of the Union of Myanmar (the Constitution) came into force in 2008. Chapter 4 of the Constitution establishes the Union Legislature or Pyidaungsu Hluttaw comprising two Hluttaws that are generally equal in status:


�
the Pyithu Hluttaw (People�s Assembly) formed with representatives elected on the basis of township as well as population. Twenty five percent of Members are Defence Services nominated by the Commander-in-Chief of the Defence Services. Section 109 provides that the Pyithu Hluttaw will have a maximum of 440 representatives with not more than 330 elected representatives and 110 nominated military Members.

�
the Amyotha Hluttaw (Nationalities Assembly) formed with 12 representatives from each of 7 Regions and 7 States and 1 representative from each Self-Administered Division or Self-Administered Zone. Another 25% of Members are Defence Services Personnel nominated by the Commander-in-Chief of the Defence Services. Section 141 provides that the Amyotha Hluttaw will have a maximum of 224 representatives with 168 elected representatives and 56 nominated military Members.

The term of the Union Hluttaw is 5 years from the day of the first session of the Pyithu Hluttaw. The current term expires in late 2015 with the election announced for November 2015.

Background to the Parliamentary Support Programme

Discussions in 2012 with the Myanmar parliamentary leadership, a cross-section of MPs, key staff and a range of other stakeholders identified a number of common priority areas of support for the parliament. As an interim before the UNDP/IPU Parliamentary Support Programme was in place, the IPU began in late 2012 implementation of activities in support of the gradual establishment of the Library, Research and Information Services (LRIS) for the Union Assembly and considered a priority by the parliament. This work was done in close coordination with the UNDP Country Office. By mid-2013 a 3-year 2

UNDP-IPU parliamentary support project had been agreed, based on a further detailed assessment missions and discussions with senior political leaders of the Union Assembly. The project is a long-term, multi-faceted approach to capacity building that provides development support to Parliamentarians, the Parliamentary Administration, and the institution.

Programme Activities in 2015

The Programme recently supported the Parliament in developing a strategic plan
1. The Strategic Plan acknowledges the importance of implementing a strategic approach to building and strengthening the institution; provides a 'Vision' of where the Union Hluttaw wants to be in the future; defines its purpose or 'Mission' as well as establishing a roadmap of objectives and priorities. It is based on an assessment of current needs, future ambitions and anticipated challenges.

1
Appendix 1. Myanmar Hluttaw Strategic Plan 2014-2018

2
Hluttaw Records Management Handbook

The plan is an expression of the intention to achieve certain results. Success will require commitment, effective leadership, management, teamwork, networking and, cooperation between the two Houses and three secretariats. In addition it will require the preparation of detailed and clear implementation and action plans supported by adequate human and operational resources

The
Strategic Objectives are:

Objective 1: Improved effectiveness of the Plenary and Committees

Objective 2: Improved capacity of Members to undertake their duties

Objective 3: Increased capacity of staff and support services

Objective 4: Improved Communication and Collaboration

The agreed Annual Work Plan of the UNDP/IPU Parliamentary Support Programme uses the framework of the Hluttaw�s Strategic Objectives. Key areas of work for 2015 are the ongoing development of the Learning Centre, development of ICT infrastructure and an accompanying programme to ensure the Hluttaw is prepared to make good use of the improved ICT functionality; support to Committees, ongoing development of Research Services and support to the Hluttaw Secretariat in their preparation for the post election period, including improving the Members Handbook. .

The UNDP/IPU Parliamentary Support Programme includes work in the areas of:


�
Development of Committee support

�
Development of the Learning Centre

�
Development of ICT infrastructure

�
Information Management activities to improve the management of parliamentary documentation

�
Activities to progress transition to a digital Parliament

�
Support to improve the Members Handbook to provide a key knowledge product for use in training new MPs and staff during the transition between Parliaments in late 2015

�
Support to improve management of Human Resources

II. Activity�s Description and Justification


The Myanmar Parliament has a strategic objective to transform to a digital Parliament. Projects are underway to develop the ICT infrastructure, to train staff and ICT specialists to use computers in their work and to develop the online tools and applications that support the work of the Parliament. The Records management work stream is a support activity to the transformation to a digital Parliament that will ensure that Hluttaw staff know how to manage the documents that they use in their work electronically.

In November 2014 as one of the outcomes of a improving parliamentary documentation mission in July 2014, the UNDP/IPU Parliamentary Support Programme prepared a Records Management Handbook
2 for the Hluttaw based on the Myanmar Civil Service Handbook Chapter 5. The Records Management Handbook was well received by the Administration senior managers, and has been adopted by the Hluttaw Offices. 3

The current state of records management in the Hluttaw is that there are well understood processes for moving print documents around the organisation. When it comes to storing the records, the processes do not create enough discernment between important and unimportant documents. The storage provided for records is usually cupboards in the offices who created the records. The processes for transferring important records to a Records Management team for long term storage are not well established. There are no filing classifications in place, nor are there any Retention and Disposal schedules that define what should be kept and what should be discarded.

The Hluttaw with support from the project has begun to address the identification of processes for handling electronic documents, including naming conventions, version numbering and retention and the reasons for records management. A simple Records Management Manual has been developed, with a training course developed and local trainers piloting delivery in Myanmar language to their Hluttaw colleagues. This mission is to advance progress in Records Management and its contribution to the transformation to a digital Parliament by developing and adopting a Hluttaw file classification system, training the records management specialists, and rolling out training courses in using the file classification system to appropriately file and store the documents of the Hluttaw. Further support and training will also be needed in the earlier records management processes of file naming conventions, and version control.


III. Tasks


The tasks that are required over the next 1-2 missions focused upon the file classification scheme are:

1. Develop a Hluttaw file classification scheme, consult about it with Hluttaw management, see it through the approval process and develop documentation to support its use.

2. Work with the Records Management Specialists across all three Houses to build their capacity to use the Hluttaw file classification system to file high value electronic and paper documents.

3. Develop a training course to teach Hluttaw staff how to use the file management system to store both printed and electronic documents.

4. Finalise the courses based on consultation with relevant records management managers in Myanmar (3 days in Myanmar) and the Learning Centre teaching specialists. The section of the Records Management Handbook on using the file classification system will be available in Myanmar.

5. Deliver a training course to the Records Management specialists. In the afternoons spend coaching and mentoring time with the teams helping to turn the theoretical knowledge into practice. -

6. Deliver the Records Management training courses

7. Modify the courses, if required, from the feedback from the Learning Centre teaching specialists, the participants and Hluttaw managers. Translate all materials into Myanmar. Prepare resources in Myanmar language

8. Train a minimum of 3 trainers from each Hluttaw to deliver the Records Management course for users �

9. Hand the course for users over to the Learning Centre for ongoing delivery, report writing, report back meeting to Hluttaw ICT/IM Steering Committee


10.
Pending time required for modification o the training course, develop some standard templates for letters and emails and include those in the training.

Further stages of progress in Records Management may be developed once this work is completed and depending upon progress and may be included within this contract.


IV. Deliverables/Timeframe



A draft timetable for the missions should be included in the proposals. It is intended to have a consultant begin the work in Myanmar in mid-September 2015.


V. Experts

One International expert
will be mobilized by the IPU to undertake the drafting and delivery of the courses.

One National expert
will be mobilized by the IPU to provide liaison with the Hluttaw offices, interpretation and translation of materials.4

One dedicated
staff member from the Hluttaw office to work as a member of the project team, either from the Records Management team or an information specialist from the Pyidaungsu Hluttaw Office.

VI. Proposal requirements


Your proposal should address what experience you have to match the required competencies listed below and what other skills you have that is relevant to this assignment. The required competencies are.


�
Working in a Parliament or in parliamentary development at a management level

�
Writing clear, easy to understand training materials

�
Training adults

�
Producing outputs to deadlines

�
Experience in working through interpreters

�
A knowledge of the Myanmar Parliament would be helpful

Your proposal should also describe your previous experience in assignments of this kind, preferably within the last three years. Please describe how you would implement the assignment and what interventions you think are necessary. Please provide at least two references, with names and telephone numbers who may be contacted to provide testimonials. Please state your expectations of a daily rate and any limitations on your availability within the timeframe of this project.

Proposals should be sent to:

e-mail: dg@ipu.org

or mailed to:

IPU Secretariat,

Inter-Parliamentary Union

Chemin du Pommier, 5

Case postale 330 CH-1218 Grand-Saconnex,

Geneva Switzerland

Tel: +4122 919 41 26

Fax: +4122 919 41 60

Proposals should be received on or before
4th September 2015.