Consultant to update the Concept on digital archive

Location :Chisinau, MOLDOVA
Application Deadline :07-Oct-16 (Midnight New York, USA)

Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :English   Russian  
Duration of Initial Contract :up to 30 working days
Expected Duration of Assignment :October 2016 � December 2016



Background
The UNDP project �Strengthening Parliamentary Governance in Moldova� (SPGM) is designed to address the main needs of the Parliament of Moldova in the areas of legislation making, oversight and representation during the on-going process of domestic reform spurred by closer relations with the EU. The project is also assisting in making the Parliament�s legislative activity more open, transparent and participatory through establishing tools and mechanisms for the engagement with the Civil Society, professional associations and general public. Project interventions will offer and encourage equal opportunity for male and female participation.
The World e-Parliament Report noted that Information and Communication Technologies (ICT) have become essential tools in supporting the work of legislative bodies throughout the world.[1] The advantage of automation within parliaments is threefold: more information and documents on the website; increased capacity to disseminate information and documents; and more timely delivery of information and documents to members.
In this context, to increase the level of transparency of legislative process, the Permanent Bureau approved the e-Parliament Concept in 2015. With UNDP support, the Parliament of the Republic of Moldova (PRM) has already initiated the process of developing the e-Parliament Information System. The audit and analysis of ICT performance and capacity to implement e-Parliament Information System is currently ongoing. Ultimately, the goal is to commence the introduction of the e-Parliament modules across different parliamentary processes in 2016 and 2017. The Parliament is also working to finalize its new website.
One of key elements of a well-functioning e-Parliament Information System is the digital archive and preservation. The digital technology opens up totally new perspectives, when the electronic storage and digital conversion of non-digital materials (paper documents) is now possible and can imply considerable qualitative improvements to the daily work of the Parliament.
Currently, all registers of recorded documents of the Parliament are maintained manually due to the lack of an automated system. The use of ICT instruments is very limited. For instance, in order to distribute a working document created electronically, a large number of hard copies have to be prepared. This leads to waste of time and materials, while in the case of an electronic document the distribution and archiving processes would be cheaper and more efficient.
Parliament�s archive is a functional compartment from the Secretariat of Parliament. It keeps the institutional memory of the Parliament. In its activity, the Parliament�s archive is guided by the Law no. 880-XII from 22.01.1992 on the archive capital of the Republic of Moldova; the Decision of the Government no.352 from 27.05.1992 on the approval of the archive capital of the Republic of Moldova; the Regulation no.15 from 16.06.2015 regarding the organization and functioning of the Archive of the Parliament of the Republic of Moldova. The Division on Information and Analytics of the Secretariat of Parliament is ensuring the integrity and security of documents kept in the Parliament�s archive. Currently, the parliamentary archive includes 2800 files, each file containing 250-300 pages.
In line with the applicable legislation, all main documentation of the Secretariat is stored for a number of years (up to 75 years). The documents that have national value are handed over to the National Library. The internal, outgoing and incoming electronic correspondence are kept during five years at the work place, without being archived.
Currently, archiving and preservation of parliamentary documentation in accordance with best practices and international standards is one of areas where the Parliament of Moldova requires support. The damages to the parliamentary building in the 7th of April 2009 demonstrations resulted in loss of basically all the parliamentary archive. In 2011, with UNDP support, a draft Concept on Digital Archive of the Parliament of Moldova was developed. However, due to political instability, the Concept was not finally approved. Since the standards and technologies in this area are still very much evolving, the Concept needs to be thoroughly revised and updated.
Therefore, the reasons for creating a digital archive emerge from the need of the Parliament to:
  • increase the access to stocks of documents, by providing online access to information held on paper;
  • improve searchability of needed documents and records;
  • ensure easier and more productive way of using digital documents instead of those held on paper;
  • reduce wear and tear on highly important records; and
  • reduce the storage space and printing costs.
At the same time, challenges related to long-term preservation of electronic documents, threats of technical obsolescence of the digital environment, uncertainty about both the legal status of electronic documents and future costs of preservation of such documents, copyright and transmission of documents outside the archiving system needs to be overcome.
[1] http://www.ipu.org/pdf/publications/eparl16-en.pdf


Duties and Responsibilities
The Project intends to contract an experienced ICT consultant to revise and update the Concept on Digital Archive of the Parliament of Moldova, provide substantive input and strategic advice aiming to support the implementation of a full digital archiving solution within the Parliament of Moldova.
The following key issues, but not only, shall be considered when developing the digital archiving and preservation solution:
  • Ensure that an appropriate and well-structured digital archiving facility or collections repository is described. Thus, digitalized printed documentation, as well as existing electronic records shall be safely deposited and properly accessed, curated, and maintained for the future;
  • Ensure that digital archive is in compliance with existing national legislation and policies (Law on Personal Data Protection, Decision of the Government no. 618 of 05 October 1993[1] , Rules and Procedures of the Parliament of the Republic of Moldova (Law no. 797 of 02.04.96) and other related national provisions);
  • Ensure that digital archive follows existing international standards and guidelines on how data should be structured, preserved and accessed:
    • ISO 14721:2012 � Open Archival Information System (OAIS), which provides a high-level framework for designing a preservation organization[2];
    • ISO 18492: 2005 � Long-term preservation of electronic document-based information, which includes technology-neutral guidance on media renewal, migration, quality, security and environmental control;
    •  ISO 15489:2016 � Information and documentation � Records management for defining the roles, processes and methods for a digital preservation implementation where the focus is the long-term management of records. This standard outlines a framework of best practice for managing records to ensure that they are curated and documented throughout their lifecycle while remaining authoritative and accessible.
    • Standards relating to file formats, including XML, CSV, PDF, JPEG, TIFF and others;
    • Other related international standards and guidelines;
  • Ensure that digital archive is flexible and able to handle many types of documents �  digitized and electronic documents, media, pictures and files;
  • Ensure that digital archive is able to capture both �official� as well as �unofficial� documents and to separate confidential records from non-confidential ones;
  • Ensure that the principles of non-disclosure, copyright, data protection and security are in place. 
In order to achieve the stated objective, the Consultant will have the following responsibilities:
Prepare a detailed work plan to be applied for respective assignment:
  • Carry out a desk review of the following documents:
  • The Concept on e-Parliament Information System, approved by decision no. 19 of 18.11.2015 of the Standing Bureau of the Parliament;
  • Report on the ICT needs of the Parliament of the Republic of Moldova, drafted with the support of the United Nations Development Programme, June 2011;
  • Strategic Development Plan of the Integrated Information Space of the Parliament of the Republic of Moldova for 2011-2015, approved by decision no. 13 of 27.07.2011 of the Standing Bureau of the Parliament of the Republic of Moldova;
  • The draft Concept on Digital Archive of the Parliament of Moldova;
  • Current national legislation and available policies on archiving processes and requirements;
  • Best practices, as well as international standards and guidelines on archive digitization and preservation;
    • Get acquainted with existing infrastructure of the Parliament, thus understanding the legal and institutional environment for operational flows of the PRM work;
    • Analyse the World e-Parliament conferences reports and other relevant publications. Ensure that the main principles are considered in the process of conceptualizing the digital archiving information system.
    • Conduct initial meetings with relevant parliamentary staff, concept�s author, ICT experts currently performing the audit and analysis of ICT performance and capacity to implement e-Parliament Information System and specialists from other entities (i.e. E-Governance Centre).
Based on desk review and initial meetings findings, review and prepare amendments for updating the existing Concept on Digital Archive of the Parliament of Moldova. This activity should include, but is not limited to, the following:
  • Check if the scope and objectives are clearly formulated;
  • Check if all of the roles and functions of a typical digital archive are well described;
Check if all the business processes are well defined;
  • Check if the proposed ICT architecture responds to the Parliament�s needs and is compatible with the design of e-Parliament Information System;
  • Check if the copyright and data protection aspects, as well as proposed information security requirements are in line with national and international standards;
  • Check if the estimative costs and cost-benefit analysis to implement the digital archive are defined;
  • Advise if the scanning to be done in-house or by a contractors;
  • Indicate what is the timescale for producing the digital assets;
  • Check what resolution is required for scanning, and what impact does this have on the amount of IT storage space needed;
  • Check the referencing system to be used for the images;
  • Advise on how long will the digital asset be required for;
  • Check if the risks and mitigation measures for well-functioning and sustainable digital archive are well described;
  • Update the infrastructure requirements.
Develop a Roadmap with milestones towards implementation of a full digital archiving solution proportionate to Parliament�s needs. The Roadmap shall specify concrete steps with tentative timelines to enable detailed planning and implementation of the archiving solution. The document shall address, but is not limited to, the following issues:
  • Legal issues (new policies and regulations to be developed and approved, if necessary);
  • Technical and infrastructure requirements;
  • Internal institutional arrangements;
  • Action Plan with estimative budget and tentative timelines for software development and acquisition period;
  • Security and data protection issues;
  • Digitization and post-digitization issues;
  • Training requirements (users);
  • Testing phase and integration with e-Parliament Information System etc.
Provide other programming related tasks required by the Secretariat of Parliament.
The consultant will have to undertake two missions to Moldova (tentatively) during the period October-November 2016.


INSTITUTIONAL ARRANGEMENTS
The consultant will work under the direct supervision of the UNDP Parliament Specialist for substantive aspects of the assignment, and under the guidance of the Senior Project Officer � for administrative aspects. The consultant will report to the Parliament appointed representative and the Parliament Specialist of UNDP SPGM project.
The Parliament will provide consultant with working space, access to Internet, a printer and a telephone line.


Timeframe
The timeframe for this assignment is planned tentatively through October � December 2016. The Consultancy should involve about 30 days of work. The exact schedule of mission in Moldova shall be coordinated in advance.


Language
All communications and documentation related to the assignment will be in English. Before submission of the deliverables, the consultant will discuss the draft documents with the parties involved (i.e. Parliament, UNDP and other stakeholders) so that the final products reflect their comments.

[1] http://lex.justice.md/viewdoc.php?action=view&view=doc&id=303445&lang=1
[2] http://www.iso.org/iso/catalogue_detail.htm?csnumber=24683



Competencies
  • High level of familiarity with major development trends in ICT, and the ability to innovate electronic systems for the Archives;
  • Knowledge of ICT policies and regulatory framework of the Republic of Moldova will be an advantage;
  • Knowledge of metadata regimes for discovery, recordkeeping, and data management;


Required Skills and Experience
Academic Qualifications:
  • Master's Degree or equivalent (5-year university degree) in IT management, Computer Sciences, computer engineering or other relevant discipline;
Work experience:
  • At least 5 years of progressively responsible experience in designing, implementing and embedding electronic records and archive ICT management systems;
  • Previous experience of designing and implementing enterprise level ICT systems (SAP, Oracle, SAYLT, Open Source etc.) at government or private sector;
  • Proven certifications in IT programming area is an asset;
  • Working experience with Parliament and/or government institutions is a strong advantage.
Language:
  • Fluency in English;
  • Knowledge of Romanian and Russian will be an advantage.
DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS
Interested individual consultants must submit the following documents/information to demonstrate their qualifications:
  • Cover letter with description of relevant previous experience, as well as of proposed methodology for undertaking the current assignment not exceeding 5 pages;
  • Financial proposal (LUMP SUM) in USD, specifying requested amount per day (fee) and all related costs (e.g. DSA, travel, phone calls etc.);
  • Duly completed P-11 form with three references. 
EVALUATION
Initially, individual consultants will be short-listed based on the following minimum qualification criteria:
  • Master's Degree or equivalent (5-year university degree) in IT management, Computer Sciences, computer engineering or other relevant discipline;
  • At least 5 years of progressively responsible experience in designing, implementing and embedding electronic records and archive ICT management systems;
The short-listed individual consultants will be further evaluated based on the following methodology:
Cumulative analysis
The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as:
a) responsive/compliant/acceptable, and
b) having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.
* Technical Criteria weight � 60% (300 points);
* Financial Criteria weight � 40% (200 points).
Only candidates obtaining a minimum of 210 points would be considered for the Financial Evaluation.


Technical evaluation scoring:
  • Master's Degree or equivalent (5-year university degree) in IT management, Computer Sciences, computer engineering or other relevant discipline � 20 pts;
  • At least 5 years of progressively responsible experience in designing, implementing and embedding electronic records and archive ICT management systems - up to max. 50 points;
  • Previous experience of designing and implementing enterprise level ICT systems (SAP, Oracle, SAYLT, Open Source etc.) at government or private sector - up to max. 40 pts.;
  • Proven certifications in IT programming area is an asset - up to max. 30 pts.;
  • Working experience with Parliament and/or government institutions is a strong advantage - up to max. 30 pts.;
Proven commitment to the core values of the United Nations, in particular, respecting differences of culture, gender, religion, ethnicity, nationality, language, age, HIV status, disability, and sexual orientation, or other status.

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.

Archival Research Coordinator

Location :CMP, Nicosia, CYPRUS
Application Deadline :18-Sep-16 (Midnight New York, USA)
Time left :9d 20h 1m
Additional Category :Management
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :English   French  
Duration of Initial Contract :1 year
Expected Duration of Assignment :1 year



Background
The principal mandate of the Committee on Missing Persons (CMP) in Cyprus is to establish the fate of the people that went missing as a consequence of the tragic events of 1963-1964 and 1974 and to provide answers to anguished families.  One important aspect of this work is to exhume, identify and return remains of missing persons.  This process enables the relatives of the victims to recover the remains of their loved ones, arrange for a proper burial and provide closure to a long period of anguish and uncertainty, thereby promoting a process of reconciliation, healing and dialogue between both communities. This project also aims to strengthen the capacity for civil society to engage in sustained cooperation and reconciliation, through the important participation of bi-communal scientific teams in all stages of the process. This bi-communal cooperation will strengthen civic participation toward an issue that is critical for the healing of old wounds, and will sustain partnerships of cooperation and trust between both sides.
The CMP Project includes the following phases:
  • (Phase I) Investigative Phase: related to the compiling of information on possible burial sites of missing persons.
  • (Phase II) Archaeological Phase: related to the exhumation of the remains of missing persons,
  • (Phase III) Anthropological Phase: related to the analyses of the recovered remains in the anthropological laboratory,
  • (Phase IV) Genetic Phase: related to the comparison of blood samples collected from the victims� families, with samples from the remains, in order to identify them
  • (Phase V) Return of Remains: within the framework of reconciliation programme, aiming at helping families of both communities cope with the difficult task of healing and coming to terms with their loss.

Faced with increasing difficulties to locate new burial sites, the CMP urgently needs to broaden efforts to obtain information that may lead to the discovery of burial sites. This includes the review of archival material of international organisations, state actors and domestic authorities that were present during the events of 1963/4 and 1974. To this end, the CMP is creating an archival research team.
The United Nations Development Programme Partnership For the Future (UNDP PFF) in Nicosia, Cyprus, seeks to contract on behalf of the Committee on Missing Persons in Cyprus (CMP) an information management professional with extensive experience in archival research, hereinafter referred as the �Archival Research Coordinator� (ARC), to coordinate the work of this team.  The primary role of the ARC is to lead a team of two Cypriot researchers in an effort to access, analyse and manage information from relevant archives. While some of these archives are publicly accessible, others, including certain UN archives, are not.
The ARC reports to the Committee of Missing Persons in Cyprus, a 3-Member Committee whose Greek- and Turkish-Cypriot Members are appointed by the leader of their respective community and a United Nations (Third) Member, selected by the International Committee of the Red Cross (ICRC) and appointed by the Secretary-General of the United Nations (for additional information visit www.cmp-cyprus.org). Considering the sensitive nature of the material under review, with regards to the review of classified UN Archives, the ARC reports exclusively to the Third Member of the CMP. On all other matters the ARC reports to the three CMP Members.



Duties and Responsibilities
The ARC will lead a team of two Cypriot CMP researchers and oversee and coordinate the process of archival research and information management. The team will be responsible to collect information from relevant archives, analyse and share this information with CMP Members and their offices, including through the creation of an appropriate information management system.  He/she will personally conduct research in the not publicly accessible UN archives under direct supervision by the Third Member.  For all other tasks, the ARC will coordinate closely with all three CMP Members.
The ARC will lead efforts by the research team to:
  • Create an inventory and volume estimates of relevant archives (including UN archives in Nicosia and NY, ICRC, UK, and relevant UN troop and police contributing countries);
  • Set out a research plan with time-lines and develop an appropriate research and analysis methodology;
  • Conduct on-location research, inter alia, at UN archives in Cyprus, UNHQ New York, ICRC Geneva, and the UK. With regards to publicly accessible archives, research will be carried out with the two Cypriot researchers. In the case of restricted archives research will be carried out without the Cypriot researchers, unless an agreement is reached to indicate otherwise;
  • Create a searchable database system to catalogue all relevant documents/information;
  • Integrate information obtained from research with existing investigative files/databases held by the CMP and its respective offices;
  • Liaise with Greek Cypriot and Turkish Cypriot investigative teams to ensure effective exchange of information and prioritization of cases and inclusion of information found on burial sites into excavation schedule;
  • Regularly report to and brief the CMP Members on research progress;
  • Prepare and submit reports to the Third Member on the findings from the classified UN archives;
  • Perform other duties as assigned by the three CMP Members.
He or she will liaise closely with all relevant CMP counterparts, including CMP Members, their Assistants and the CMP investigative teams.

The research carried out by the team deals with politically and emotionally sensitive matters and will require a high degree of experience and sensitivity in dealing with such information in a post-conflict environment.
The ARC is expected to spend significant time conducting archival research abroad, e.g. in NY, Geneva, or the UK.

Expected deliverables:
  • Weekly reports to the CMP Members on relevant findings and progress of archival research;
  • Reports to the Third Member on findings from the classified UN Archives;
  • A searchable database populated with relevant archival documents and/or information;
  • Timely provision of relevant information obtained through archival research to CMP Members and their investigative teams.


Competencies
  • Ability to operate, and provide good judgment, in a politically sensitive post-conflict environment;
  • Demonstrate cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Have good management skills and experience in providing direction and support to the CMP staff;
  • Exhibit willingness to share knowledge and experience, as well as commitment to enhance the skills, knowledge, abilities and capabilities of the CMP staff when requested;
  • Demonstrate strong oral and written communication skills;
  • Show strong leadership and self-management skills;
  • Focus on the results according to the CMP mandate;
  • Remain calm, in control and good humored even under pressure;
  • Provide helpful feedback and advice to others;
  • Consistently approach work with energy and a positive, constructive attitude;
  • Respond positively to critical feedback and differing points of view.



Required Skills and Experience
Education:
  • Minimum academic credentials include a Master�s Degree or equivalent (e.g., MA, MS, and MSc) in library science, history, political science or related social sciences with a research focus.
Experience:
  • 8 years of experience, post degree in information management and research and related disciplines;
  • Applicants holding an advanced graduate degree (PhD) in a relevant field should have 3 years of experience, post degree;
  • Proven experience in team leadership and management;
  • Previous experience working in a post-conflict setting, in a missing persons or other humanitarian context is an asset.
Language Requirements:  
  • Excellent knowledge of English and working knowledge of French is required.

Submission of Applications, Evaluation and Payment Terms

Interested individual consultants must submit the following documents/information to demonstrate their qualifications:
  • Motivation/Cover Letter: Explaining why they are the most suitable for the work;
  • Personal History (P11): Applicants are required to fill and sign a P11 Form and submit it together with the online application. The UNDP P11 Form can be downloaded from: http://europeandcis.undp.org/files/hrforms/P11_modified_for_SCs_and_ICs.doc 
  • References: Contact details of 3 references;
  • Financial Proposal: Applicants requested to submit financial proposal. Financial proposal will specify the daily fee in USD per working day (a day will be calculated as 8 hours) and shall cover all expenditures including fees, health insurance, vaccination, international (all travel to join duty station/repatriation travel) or local travel (place of residence to office and office to place of residence), cost of living and any other relevant expenses related to the performance of services. Leave benefits (annual, sick, paternity, maternity) are not applicable to Individual Contractor and absent days including weekends and office holidays are not payable.
Evaluation / Selection Process

All applicants will be screened against qualifications and the competencies set above. Candidates fully meeting the requirements will be further evaluated based on the criteria below.

Technical Criteria (CV review and interviews) � 70 % of total evaluation� max. 70 points:

CV review: 30 points;
  • Educational qualifications as defined in the ToR (15 points);
  • Experience as defined in the ToR (15 points).
Only candidates who obtained at least 70% of points from the CV review (who will score at least 21 points) will be invited for an interview.

Interview: 40 points
  • Experience in archival research and information management (10 points);
  • Experience in team leadership and management (10 pints);
  • Experience in working in a post conflict setting, missing persons and/or humanitarian context (10 points);
  • Knowledge of English (10 points).
Only those individual consultants who obtained at least 70% of points from the interview (28 out of 40) will be considered for financial proposal evaluation.
Financial Criteria � 30 % of total evaluation � max. 30 points.
�    Financial scores will be calculated using the formula [lowest offer / financial offer of the candidate x 30].
UNDP applies the �Best value for money approach� � the final selection will be based on the combination of the applicants� qualification and financial proposal.

Payment Term:
Monthly lump-sum payable upon submission of the monthly time-sheet, the monthly report and approval of the UNDP.


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.

Archival and Records Management Consultant


Advertised on behalf of : 

Location :New York City, UNITED STATES OF AMERICA
Application Deadline :25-May-16 (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)		06-Jun-2016
Duration of Initial Contract :4 months


Background
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
About the Region and/or Section:
UN Women Headquarters, New York, NY, U.S.A.
About the Position:
Archival and Records Management Consultant.

Duties and Responsibilities
Summary of Key Functions:
  • Review and refine records management and archiving policy; paper and electronic/digital materials;
  • Develop a step-by-step plan for collection, cataloguing, utilization, retrieval and management of archiving materials;
  • Work with IT section on the library and archiving database development so that exploration of materials in the data base is easy for users;
  • Conduct on-the-job capacity enhancement trainings in information management and archiving. Technical consultant will utilize the best practice in information management and archiving.
Description of Functions
Address, with clients, how and when documents are created, reviewed, shared, utilized, retained and destroyed. This applies to electronic documents such as emails, Word documents, PowerPoint presentations and Excel spread sheets, as well as hard copy paper documents.
Review and revise, where needed, current policies and procedures (POM) addressing relevant issues such as the type of documents that are needed to be retained, where they are to be stored, how long they are to be retained (retention schedule), how they are to be handled, and related responsibilities; including categorization of different types of documetns and specification on what should be saved and where.
Prepare a training roadmap and conduct training for the implementation of a records management and archival system across the organization.

Competencies
Core values and Guiding Principles:
Integrity:
  • Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
Professionalism:
  • Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
Cultural sensitivity and valuing diversity:
  • Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff;
  • Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.
Core Competencies:
Ethics and Values:
  • Demonstrate and safeguard ethics and integrity.
Organizational Awareness:
  • Demonstrate corporate knowledge and sound judgment.
Development and Innovation:
  • Take charge of self-development and take initiative.
Work in teams:
  • Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
Communicating and Information Sharing:
  • Facilitate and encourage open communication and strive for effective communication.
Self-management and Emotional Intelligence:
  • Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.
Conflict Management:
  • Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
Continuous Learning and Knowledge Sharing:
  • Encourage learning and sharing of knowledge.
Appropriate and Transparent Decision Making:
  • Demonstrate informed and transparent decision making.
Functional Competencies:
  • Substantial experience in library, archiving and cataloging development;
  • Ability to conduct trainings on archive development and maintenance;
  • Well developed interpersonal skills and sensivitiy to local custom and traditions;
  • Good management skills;
  • Strong strategic and creative thinking;
  • Promotes the vision, mission and strategic goals of the project.

Required Skills and Experience
Education:
  • Master�s degree or equivalent in Library and Information Science or relevant field with equivalent practical experience.
Experience:
  • Minimum of 8 years of relevant experience in undertaking archive and information/records management exercises;
  • Previous work experience with UN or other development agencies in archive and records management is highly desirable.
Language:
  • Fluency in written and spoken English is required;
  • Knowledge of the other UN working knowledge is an asset.

Click here for important information for US Permanent Residents ('Green Card' holders).
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.

Photo Archivist Intern

Location :New York, UNITED STATES OF AMERICA
Application Deadline :01-Mar-16
Type of Contract :Internship
Post Level :Intern
Languages Required :English  
Duration of Initial Contract :3 months
Expected Duration of Assignment :3 months

Refer a Friend  Apply Now

Background
Background
The United Nations Development Programme (UNDP) is the UN�s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 177 countries, working with them on their own solutions to global and national development challenges. At UNDP, external and internal communication�nationally, regionally and globally�is critical to achieving both development results and business objectives. Skillful communication broadens the impacts of new policies, helps governance reforms take root, and attracts and fosters strong partnerships. The Office of Communications at UNDP is at the forefront of advancing online communications and outreach within the organization and is seeking a graduate student with an interest in developing institutional archives with a focus on processing, cataloging, and curating the physical and digital photographic assets of UNDP.


Duties and Responsibilities
The interested candidate will:
  • Assist the Communications team in the classification of photographic slides from 1950 to 2000;
  • Verify and cross-checking metadata;
  • Assist the Photo Editor in creating consistent metadata records;
  • Edit/re-touch images when necessary;
  • Ensure consistent filing and labeling, apply preservation criteria to individual assets;
  • Make recommendation for publishing photos on social media and web;
  • Assist with other related tasks as needed.


Competencies
  • Strong organizational skills and the ability to multi-task;
  • Basic Photoshop/Illustrator skills;
  • Advanced knowledge of metadata;
  • Attention to detail;
  • Responsible, responsive, and enthusiastic;
  • Interest in global issues and the United Nations;
  • Must be able to work in a multi-cultural environment and be aware of political sensitivities.


Required Skills and Experience
Education:
  • Enrollment in a graduate degree programme in development, communications, public or business administration, information management, digital photography, or related fields preferred.
Experience:
  • Experience with digital archives and photography is a must;
  • Web experience is an asset.
Language:
  • Fluency in written and spoken English (Additional knowledge of French/Spanish is of benefit).
Availability:
  • Must be available at least three days per week.
Conditions:
  • Interns are considered gratis personnel. They are not staff members;
  • Interns are not financially remunerated by UNDP. The costs associated must be borne by the nominating institution, related institution or government, which may provide the required financial assistance to its students; or by the student, who will have to obtain financing for subsistence and make his or her own arrangements for travel, accommodation, visa, etc.
The successful candidate will be required to:
  • Bring a certificate from her school that s/he is enrolled in a Master's programme;
  • Have a valid visa to work in the US;
  • Have medical and life insurance.
For more information on UNDP Internship, please visit: http://www.undp.org/content/undp/en/home/operations/jobs/internships.html

Click here for important information for US Permanent Residents ('Green Card' holders).
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.

Photo Archivist Intern

Location :New York, UNITED STATES OF AMERICA
Application Deadline :16-Sep-15
Additional CategoryManagement
Type of Contract :Internship
Post Level :Intern
Languages Required :English
Starting Date :
(date when the selected candidate is expected to start)		21-Sep-2015
Duration of Initial Contract :2 months
Expected Duration of Assignment :2 months

 

Background
The United Nations Development Programme (UNDP) is the UN�s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 177 countries, working with them on their own solutions to global and national development challenges. At UNDP, external and internal communication�nationally, regionally and globally�is critical to achieving both development results and business objectives. Skillful communication broadens the impacts of new policies, helps governance reforms take root, and attracts and fosters strong partnerships. The Office of Communications at UNDP is at the forefront of advancing online communications and outreach within the organization and is seeking a graduate student with an interest in developing institutional archives with a focus on processing, cataloging, and curating the physical and digital photographic assets of UNDP.


Duties and Responsibilities
The interested candidate will:
  • Assist the Communications team in the classification of photographic slides from 1950 to 2000;
  • Verify and cross-checking metadata;
  • Assist the Photo Editor in creating consistent metadata records;
  • Edit/re-touch images when necessary;
  • Ensure consistent filing and labeling, apply preservation criteria to individual assets;
  • Make recommendation for publishing photos on social media and web;
  • Assist with other related tasks as needed.


Competencies
  • Strong organizational skills and the ability to multi-task;
  • Basic Photoshop/Illustrator skills;
  • Advanced knowledge of metadata;
  • Attention to detail;
  • Responsible, responsive, and enthusiastic;
  • Interest in global issues and the United Nations;
  • Able to work in a multi-cultural environment and be aware of political sensitivities.


Required Skills and Experience
Education:
  • Enrollment in a graduate degree programme in development, communications, public or business administration, information management, digital photography, or related fields preferred.
Experience:
  • Experience with digital archives and photography is a must;
  • Web experience is an asset.
Language:
  • Fluency in written and spoken English (Additional knowledge of French/Spanish is of benefit).
Availability:
  • Must be available at least three days per week.
Conditions:
  • UNDP internship programme does not provide a salary or remuneration for the internship;
  • All the expenses connected with the internship will be borne by the intern, sponsoring Government or institution;
  • UNDP accepts no responsibility for costs arising from accidents and/or illness or death incurred during the internship;
  • The intern is responsible for obtaining necessary visas and arranging travel to and from the duty station where the internship will be performed;
  • Interns are not eligible to apply for, or be appointed to, any post in UNDP during the period of the internship or for six months immediately following the expiration date of internship;
  • The intern must provide proof of enrollment in health insurance plan;
  • Interns are not staff members and may not represent UNDP in any official capacity;
Only those students who will return to their studies upon completion of their internship assignments are eligible.
The successful candidate will be required to:
  • Bring a certificate from her school that s/he is enrolled in a Master's programme;
  • Have a valid visa to work in the US.
For more information on UNDP Internship, please visit this page.

Click here for important information for US Permanent Residents ('Green Card' holders).
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.


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:


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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.

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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:


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Development of Committee support

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Development of the Learning Centre

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Development of ICT infrastructure

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Information Management activities to improve the management of parliamentary documentation

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Activities to progress transition to a digital Parliament

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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

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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

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Training adults

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Producing outputs to deadlines

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Experience in working through interpreters

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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.