ACP/REC Training Support Contractual - Temporary Term Contractual (TTC)-1600003022

Description

 
USA

ACP/REC

Training Support Contractual - Temporary Term Contractual (TTC)


TERMS OF REFERENCE


Background

Established in 1959, the Inter-American Development Bank (IDB) is the main source of multilateral financing for economic, social and institutional development in Latin America and the Caribbean. It provides loans, grants, guarantees, policy advice and technical assistance to the public and private sectors of its borrowing member countries.
The Records Management Section (REC) is looking for a professional trainer as part of its Change Management team. The REC Section is responsible for the Records Management program at the Inter-American Development Bank Group (IDBG) which covers the development of IM policies/guidelines, the functional management of IM systems, the delivery of IM support to the business units, and the management of physical Archives. The REC Section is currently involved in the deployment of a new document and records management platform called ezShare based on Microsoft SharePoint and Office 365. The REC Section is also looking more broadly at the improvement of information management governance, processes and tools across the organization which aims to become more digital.

Consultancy Objectives

�Develop a set of training and communications materials for ezShare 
�Deliver corresponding trainings 
�Provide customer support on how to questions

Main Activities 

�Get familiar with ezShare and IDBG policy framework;
�Contribute to the implementation and update of the Change Management Plan
�Develop and maintain training and communication materials in at least two languages (Spanish & English) to cover general and customized functionalities of ezShare and its associated business rules. Training materials might include videos, quick sheets, tutorials, manuals, among others;
�Organize the printing and processing of training and communication materials as needed;
�Deliver face to face, virtual or personalized hands-on training to IDBG users;
�Deliver demonstrations including Brown Bag Lunches and kiosk activities;
�Deliver in-person visits to the business units to provide additional support (floor walking sessions);
�Coordinate the timely approval and distribution of communications;
�Test and maintain (i.e. delete content from previous trainings) training environment;
�Develop, publish, and update Frequently Asked Questions (FAQ)
�Report ezShare issues to the implementation team.

Qualifications

 �Academic Degree/ Level & Years of Professional Work Experience: Bachelor�s degree in Information Management, Archives, Computers Science or related fields and a minimum of two years of work experience as a trainer, managing diverse user groups.
�Languages: Fluency in English and Spanish.
�Areas of Expertise: Proven experience in change management relating to the implementation of a document and records management system in a medium to large professional organization. Working knowledge in SharePoint and Office 365 is an asset. Knowledge of the concepts, principles and practice of information, document, records and archives management, including disclosure of information and electronic as well as paper records. Advanced proficiency in the use of Microsoft Office suite (Outlook, Word, Excel, PowerPoint, etc.); experience managing training oriented software like Captiva and other similar tools is an asset.
�Skills: Excellent interpersonal and communication skills, self-motivation, commitment and the ability to work in an international team and across hierarchical levels are indispensable, proactivity and dynamism is required; solid organizational skills including attention to detail and multi-tasking skills; flexibility and the ability to work with demanding deadlines, availability for foreign travel.

Characteristics of the Consultancy

�Consultancy category and modality: Temporary Term Contractual, Monthly
�Contract duration: 12 months
�Place(s) of work: Headquarters, Washington, D.C. United States of America
�Responsible person: Section Chief Records Management 


Payment and Conditions: Compensation will be determined in accordance with Bank�s policies and procedures. The Bank, pursuant to applicable policies, may contribute toward travel and moving expenses. In addition, candidates must be citizens of an IDB member country.

Visa and Work Permit: The Bank, pursuant to applicable policies, may submit a visa request to the applicable immigration authorities; however, the granting of the visa is at the discretion of the immigration authorities. Notwithstanding, it is the responsibility of the candidate to obtain the necessary visa or work permits required by the authorities of the country(ies) in which the services will be rendered to the Bank. If a candidate cannot obtain a visa or work permit to render services to the Bank the contractual offer will be rescinded

Consanguinity: Pursuant to applicable Bank policy, candidates with relatives (including the fourth degree of consanguinity and the second degree of affinity, including spouse) working for the Bank as staff members or Complementary Workforce contractuals, will not be eligible to provide services for the Bank. 

Diversity: The Bank is committed to diversity and inclusion and to providing equal opportunities to all candidates. We embrace diversity on the basis of gender, age, education, national origin, ethnic origin, race, disability, sexual orientation, religion, and HIV/AIDs status. We encourage women, Afro-descendants and persons of indigenous origins to apply.

Primary Location

: HQ-US-Washington DC

Job Posting

: May 10, 2016, 6:00:00 AM

Closing Date

: Ongoing

Contact Name - External

: Jobs Online

Contact Email - External

: jobsonline@iadb.org

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.


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.