Archives Officer (2 Positions) - Enterprise Content Management Project, TA, P2, New York
Job Number: 499225 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Temporary Appointment
The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does � in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children's rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life � in its social, political, economic, civic and cultural dimensions � her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society's most disadvantaged citizens � addressing inequity � not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.
Job organizational context
The Archives Officer directly reports to the Senior Project Manager, ECM.
Purpose for the job
Under the direction of the Senior Project Manager, the Archives Officer will:
- Appraise records to evaluate whether they meet the criteria for inclusion in the
- Archives;
- Arrange and describe archival records accordingly to ISAD(G)
- Contribute to the development of archival policies, .e. access, accessioning, appraisal
- Create finding aids
- Participate in the development of a Trusted Digital Repository
- Support Senior Project Manager in implementation of the ECM project.
- Performs other duties as required.
Key functions, accountabilities and related duties/tasks
Operational functions:
* Operationalizes and implements archival guidelines, as defined by the ECM project that support teams regarding the identification, appraisal, arrangement and description, and preservation and conservation of archival records.
* Responds to research requests in accordance with internally defined guidelines.
Efficiency management and reporting
* 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.
Communication:
* Communicates regularly with Senior Project Manager - ECM to ascertain the status of activities to ensure information is managed accurately and appropriately.
* Provides necessary support and insights on archival management and processing.
Partnership, coordination and collaboration
* As required, under direction of the Senior Project Manager - ECM, collaborates with other agencies, local authorities and implementing partners on archives related matters including information exchange and harmonization.
Impact of Results
1. Governance: upholds and maintains UNICEF's archival records principle. Allows employees and other important stakeholders to perform their duties as effectively as possible. Safekeeping of UNICEF's digital and physical archival records.
2. Analysis: appraises records to determine archival value. Focuses on digitization to reduce storage costs.
3. Efficiencies: Enable users to seamlessly access UNICEF"s archival records by ensuring confidential materials are identified and protected, and making available information accessible to all staff.
4. Compliance: Ensuring that UNICEF's archival records procedures and guidelines are followed.
5. Knowledge management: The most relevant and latest industry expertise is maintained, expanded, and disseminated throughout the department as well as Organization, and shared with the regional/national institutions/partners.
6. Staff capacity is enhanced through active staff learning/development programmes in the area of archives.
Functional Competencies:
- Strong communication skills to deal with senior colleagues;
- Negotiation skills to persuade senior colleagues to follow agreed archives guidelines;
- An awareness of archival management principles and familiarity with information systems and archives in a digital and paper context;
- Highly organized and process oriented;
- Acute awareness & ability to meet project deadlines;
- Highly proficient with desktop applications such as Adobe Acrobat Professional, MS Office (Word, Excel, PowerPoint), and an ability to learn new IT systems.
Recruitment Qualifications
- Master's degree in Archival Studies or related field
- Demonstrated knowledge of international archival standards � ISAD(G).
- A minimum of two (2) years of relevant experience in archival arrangement and description.
- Experience with large scale digitization projects will is a strong asset.
- Understanding of international development issues and previous experience with a multilateral or UN organization is a strong asset.
Opening Date 20 Sep 2016 Eastern Standard Time
Closing Date 5 Oct 2016 Eastern Standard Time
Officer, Vital Records
- Ref
- 60007724-1
- Country
- United Kingdom
- City
- London
- Department
- Human Resources and Corporate Services Vice Presidency
- Business Unit
- Records Management and Archives
- Closing date for applications
- 15 September 2016
The Records Management and Archives (RM&A) team is responsible for the management of digital and hard copy records created or received by the EBRD at its Headquarters and in the Resident Offices, and for the management of the Bank�s historical archives. Its primary duties are to (i) organise and protect the Bank�s information (ii) meet legislative and regulatory requirements and (iii) promote good governance and accountability.
Role Overview
The Officer is responsible for assisting records managers in the effective management of departmental records and co-ordinating off-site storage activities
Background
- Responsible for assisting in the efficient running of Records Management & Archiving (RM&A) by giving operational support to the team
- Work under direct supervision of the Associate, RM&A
Accountabilities and Responsibilities
- Provide records and archives support to records managers as required: index documents, files and folders in the EBRD Records System for easy retrieval; file records and organise the transfer to off-site storage to optimise space used at HQ; and prepare documents for permanent preservation to preserve the institutional memory of the Bank
- Manage day-to-day off-site storage activities to ensure smooth management and retrieval of the EBRD records stored off-site: prepare daily transfer of shipments to and from off-site storage using an on-line system; make arrangements for internal deliveries and deal with any problems; check the monthly invoices; run reports from the online system; and attend meetings with the off-site storage company
- Assist with administrative functions for the team in the absence of the incumbent for this task
Essential Skills, Experience and Qualifications
- University degree or experience in Records Management and Archives, preferably in a multi-cultural organisation
- Very good knowledge and experience of electronic records and document management systems
- Computer literate: Windows, Word, Excel, PowerPoint
- Very good communications skills- ability to communicate appropriate and concise information, in written and verbal formats; pleasant and efficient telephone manner; strong customer orientation
- Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people�s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
- Good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank
- Excellent team player
- High degree of accuracy and attention to detail essential
- Excellent planning, organisational and analytical skills; ability to prioritise and show initiative
- Ability to work under pressure and meet deadlines
- Ability to work independently, to tackle issues and propose practical solutions
- Willingness to work overtime as and when required
- Fluent English, both written and oral. Knowledge of another European Language (e.g. French, German, Russian) useful, but not essential
Competencies and Personal Attributes
- Attention to detail and eye for accuracy
- Ability to cope well under pressure and a capacity for hard work
- Ability to work efficiently and cheerfully as part of a team
- Reliable, flexible and willing to work overtime as and when required
- Excellent interpersonal manner, including tact and diplomacy
- Ability to build effective working relationships with clients and colleagues in a multicultural environment.
Recruitment for this position will be on a local basis. Travel, relocation and expatriation benefits do not apply.
Diversity is one of the Bank�s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.
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:
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:
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:
| |
Competencies | |
| |
Required Skills and Experience | |
Education:
Submission of Applications, Evaluation and Payment Terms Interested individual consultants must submit the following documents/information to demonstrate their qualifications:
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;
Interview: 40 points
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. | |
Senior Officer, Vital Records
- Ref
- 60000807-1
- Country
- United Kingdom
- City
- London
- Department
- Human Resources and Corporate Services Vice Presidency
- Business Unit
- Records Management and Archives
- Closing date for applications
- 13 September 2016
The Records Management and Archives (RM&A) team is responsible for the management of digital and hard copy records created or received by the EBRD at its Headquarters and in the Resident Offices, and for the management of the Bank�s historical archives. Its primary duties are to (i) organise and protect the Bank�s information (ii) meet legislative and regulatory requirements and (iii) promote good governance and accountability
Purpose of Job and Background
The Senior Officer, Vital Records is responsible for the effective management of EBRD vital records and will administer the safekeeping procedures. The role will facilitate awareness among Bank staff in all matters relating to vital records and the management of risks to those records as information assets.
Background
- Responsible for the management of vital records; ensure integrity, usability and reliability of those records
- Work under direct supervision of Associate, RMA
Accountabilities and Responsibilities
- Contribute to the development and implementation of the EBRD Vital Records Programme to ensure business continuity in the event of a disaster
- Appraise vital records to ensure efficient classification and meet legislative and regulatory requirements, and to support the Bank in cases of litigation
- Scan, index, quality check and release vital records into EDMS to ensure records are available to all users across the Bank at all times in order for them to efficiently perform their business
- File hard copies so they can be efficiently retrieved
- Index files, folders and boxes in the EBRD Records System and organise the transfer to off-site storage to optimise space used at HQ
- Train departmental staff on all aspects of the vital records programme to ensure compliance with procedures
- Conduct user reference services to provide Bank staff with vital records in a timely manner
- Assist with the daily transfer of shipments to and from off-site storage and make arrangements for internal deliveries in the absence of the incumbent for this task
Essential Skills, Experience and Qualifications
- University degree or experience in Records Management and Archives, preferably in a multi-cultural organisation
- Very good knowledge and experience of electronic records and document management systems
- Computer literate: Windows, Word, Excel, PowerPoint
- Very good communications skills - ability to communicate appropriate and concise information, in written and verbal formats; pleasant and efficient telephone manner; strong customer orientation
- Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people�s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
- Very good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank
- Excellent team player
- High degree of accuracy and attention to detail essential
- Excellent planning, organisational and analytical skills; ability to show initiative
- Ability to work under pressure and meet deadlines
- Ability to work independently, to tackle issues and propose practical solutions
- Willingness to work overtime as and when required
- Fluent English, both written and oral. Knowledge of another European Language: Russian very useful; French and German useful, but not essential
Competencies and Personal Attributes
- Attention to detail and eye for accuracy
- Ability to cope well under pressure and a capacity for hard work
- Ability to work efficiently and cheerfully as part of a team
- Reliable, flexible and willing to work overtime as and when required
- Excellent interpersonal manner, including tact and diplomacy
- Ability to build effective working relationships with clients and colleagues in a multicultural environment.
Recruitment for this position will be on a local basis. Travel, relocation and expatriation benefits do not apply.
Diversity is one of the Bank�s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.
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.
1. Operational functions
- 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.
2. Efficiency management and reporting
- 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.
3. Communication
- 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.
4. Partnership, coordination and collaboration
- 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.
- 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.
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
Digital Assets Management (DAM) Expert, Consultancy, New York
Job Number: 498899 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Consultancy
Job organizational context
The Digital Strategy Section (DSS) within the Division of Communication (DOC) comprises Web, Social Media and Multimedia teams working together to create compelling public-facing content and to provide digital services within the organization. Through multiple platforms and in multiple languages, DSS draws attention to the many facets of UNICEF's work, encouraging public support, participation and action, as well as ensuring greater transparency and accountability. Web stories, blog posts, photo essays, Facebook posts, Twitter campaigns, and videos for distribution via UNICEF.org, UNICEF Connect, YouTube, news media and other outlets and platforms are all a part of our digital storytelling. By measuring and testing our efforts, we also use data to inform content and engagement choices.
The ECM Project led by ITSS seeks to create a digital workplace whereby internal content is accessed, created, and shared in a federated system that provides for easy searching across departments and programmes.
Purpose for the job
DOC/DSS and ITSS/ECM seek to hire a highly Digital Asset Management expert to develop a recommended course of action to support a shared DAM platform that can meet internal and external user requirements.Under the general guidance of the Senior Project Manager �the Business Analyst will work with key stakeholders to understand their needs and assist them in aligning their business processes as the ECM is implemented.
Primary Responsibilities:
- Take existing documentation (Intranet user Needs Assessment and Recommendations, Digital multimedia archiving needs documentation, etc.) and merge it into a technical assessment.
- Interact with global communications and national committee staff to develop and document a deeper understanding of DAM needs and usage to supplement the technical assessment.
- Review current and proposed technology platforms to ensure recommendation is technically feasible.
- Provide recommendations.
- Masters' Degree in Library Science, Information Management, Digital Media, or a directly related field.
- At least 5 years of progressively responsible professional work experience in digital media and/or digital communication.
- Experience transforming business requirements to identify how different components will fit together and identifying market trends that regard supporting software.
- Experience in platform interoperability and API feeds.
- Understands the requirements for user-centred design.
- Experience working in the UN or other international development organizations.
- Experience in project management.
Evaluation of Proposals:
The consultant proposal will be assessed by a committee composed of UNICEF staff and will be based on the followings:
- Technical expertise and experience (70%);
- Financial offer (30%).
Opening Date 1 Sep 2016 Eastern Standard Time
Closing Date 16 Sep 2016 Eastern Standard Time
Electronic Records Systems International Consultant - New York - SSA
Job Number: 498773 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Consultancy
Background
For 60 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
Enterprise Content Management (ECM) is a formalized means of organizing and storing an organization's documents, and other content, that relate to the organization's processes. The term encompasses strategies, methods, and tools used throughout the lifecycle of the content.
Job Duties:
� Support development of SharePoint online custom solutions that enable SharePoint to connect to other systems and/or data including SharePoint apps and add-ons.
� Implement records and document management features
� Develop and customize workflows using SharePoint Designer, Visual Studio or other.
� Good understanding of Content Types, Taxonomy, SharePoint Search, Information Management Policies
� Work with project team to develop prototype and pilot new platform in UNICEF
Required Skills :
� Minimum 2 years of experience as a SharePoint Developer.
� Demonstrated experience with document and records management systems in SharePoint
� Experience with Gimmal Records System desirable
� Strong expertise with SharePoint Designer and InfoPath to build custom SharePoint workflows and forms.
� Strong experience with Visual Studio and Team Foundation Server.
� Experience developing workflows.
� Experience developing web applications
� Ability to design SharePoint solutions from rough process flows and requirements
� Proven development ability in Web technologies, jQuery, HTML5, XML, CSS, IIS, .net, AJAX, Web API, Infopath, Central Admin.
� Ability to work collaboratively in a diverse, team environment.
� Exceptional problem solving and multitasking skills, with a logical and pragmatic attitude
� Excellent communication and organizational
Language:
� Fluency in English is required;
� Knowledge of another UN language is an asset.
Full time position in New York Office possible relocation.
Evaluation of Proposals:
The consultant proposal will be assessed by a committee composed of UNICEF staff and will be based on the followings:
- Technical expertise and experience (70%);
- Financial offer (30%).
Opening Date 30 Aug 2016 Eastern Standard Time
Closing Date 15 Sep 2016 Eastern Standard Time
