Vacancy code VA/2016/B5007/9463
UNOPS supports the successful implementation of its partners� peace building, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Working in some of the world�s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners� expectations.
With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.
A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.
Switzerland
UNOPS in Switzerland is based in Geneva and has excellent links with the international community. Local and international partners call upon the UNOPS Switzerland office for expertise in fund management, project management, procurement of goods and services, and human resources administration to ensure successful delivery of their projects. Focus areas include health, water, and sanitation.
The incumbent will be based in the Secretariat of the Stop TB Partnership, a collective force of more than 1300 partners dedicated to the fight against Tuberculosis (TB) � a disease that is curable but still kills three people every minute. The Partnership is recognized as a unique international body with the power to align actors all over the world in the fight against TB. The Stop TB Partnership Secretariat is housed by the United Nations Office for Project Services in Geneva, Switzerland.
Founded in 2001, the Stop TB Partnership's mission is to serve every person who is vulnerable to TB and ensure that high-quality treatment is available to all who need it. Our partners include international and technical organizations, government programmes, research and funding agencies, foundations, NGOs, civil society and community groups and the private sector.
The Information Management consultant/Archivist/Documentation Specialist is responsible for providing services of information management, documentation and archives to STBP. In particular, he/she ensures all aspects related to the lifecycle of paper and electronic documents, across all possible status and forms, are properly managed.
Reports to the Deputy Executive Secretary, working in close cooperation with the STBP IT Officer and other team members.
He/she will:
(Clear description of measurable outputs, milestones, key performance indicators and/or reporting requirements which will enable performance monitoring)
The Archivist/Documentation Specialist will be responsible for the electronic and hard copy storage and archiving management of STBP. This includes the lifecycle of all business documentation (identification, organisation, filing, monitoring and retrieval of documents).
- Clearly defined indexation based on metadata/tags for easy retrieval of documents
- A classification plan pertaining to the storage and archiving best practices
- Clearly labeled filing cabinets with file/group documents aligned to team work streams
- Final list (site plan) of both electronic and hard copy documents
Essential
A Master's degree with a qualification in documentation, archives and/or content management or related area,
OR,
A Bachelor�s degree in the same subject areas combined with two additional years of relevant experience to substitute for the master's degree.
Essential
A minimum of three (3) years� experience post master's degree or seven (7) years post bachelor's degree in working as an Archivist/Documentation specialist/ELECTRONIC LIBRARY or equivalent;
Fluency in written and spoken English is required.
Working knowledge of French, Arabic, Portuguese, Spanish or Russian language skills is desirable.
Contract type: Individual Contractor Agreement (ICA)
Contract level: International Specialist Level 2
Contract duration: 100 working days
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Position title Information Management/Archivist
Level ICS-8
Department/office ECR, GVA, Geneva
Duty station Geneva, Switzerland
Contract type International ICA
Contract levelI ICA-1
Duration 100 working days
Application period 10-Feb-2016 to 23-Feb-2016
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Background Information - UNOPS
UNOPS supports the successful implementation of its partners� peace building, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Working in some of the world�s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners� expectations.
With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.
A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.
Switzerland
UNOPS in Switzerland is based in Geneva and has excellent links with the international community. Local and international partners call upon the UNOPS Switzerland office for expertise in fund management, project management, procurement of goods and services, and human resources administration to ensure successful delivery of their projects. Focus areas include health, water, and sanitation.
Background Information - Job-specific
The incumbent will be based in the Secretariat of the Stop TB Partnership, a collective force of more than 1300 partners dedicated to the fight against Tuberculosis (TB) � a disease that is curable but still kills three people every minute. The Partnership is recognized as a unique international body with the power to align actors all over the world in the fight against TB. The Stop TB Partnership Secretariat is housed by the United Nations Office for Project Services in Geneva, Switzerland.
Founded in 2001, the Stop TB Partnership's mission is to serve every person who is vulnerable to TB and ensure that high-quality treatment is available to all who need it. Our partners include international and technical organizations, government programmes, research and funding agencies, foundations, NGOs, civil society and community groups and the private sector.
Functional Responsibilities
The Information Management consultant/Archivist/Documentation Specialist is responsible for providing services of information management, documentation and archives to STBP. In particular, he/she ensures all aspects related to the lifecycle of paper and electronic documents, across all possible status and forms, are properly managed.
Reports to the Deputy Executive Secretary, working in close cooperation with the STBP IT Officer and other team members.
He/she will:
- Review and analyse the context and content of documents for central filing or archiving purposes and define related indexation based on metadata/tags FOR EASY RETRIEVAL; for Finance and programmatic Evaluations the filing should be Audit compliant as per international Accounting and Financial Standards and programmatic evaluation requirements.
- Draft proactive evolution of procedures for paper based and electronic documents, local and central filing along with archiving, ensuring alignment between both; this includes a classification plan in the form of metadata, the appropriate grouping of documents WITH STANDARDIZED NOMENCLATURE and all other activities pertaining to the storage and archiving best practices;
- Inquire with the various service providers in the storage, document management and archiving domains to provide solutions for STBP requirements;
- Review existing hard copy archives and assists to sort, file/group documents and label filing cabinets aligning them to team work streams and team physical locations;
- Produce a final list (site plan) of both electronic and hard copy documents providing an easily retrievable and comprehensive bird�s-eye view.
(Clear description of measurable outputs, milestones, key performance indicators and/or reporting requirements which will enable performance monitoring)
The Archivist/Documentation Specialist will be responsible for the electronic and hard copy storage and archiving management of STBP. This includes the lifecycle of all business documentation (identification, organisation, filing, monitoring and retrieval of documents).
- Clearly defined indexation based on metadata/tags for easy retrieval of documents
- A classification plan pertaining to the storage and archiving best practices
- Clearly labeled filing cabinets with file/group documents aligned to team work streams
- Final list (site plan) of both electronic and hard copy documents
Competencies
- Strong analytical skills and capacity to provide sound judgement, to decide on archiving/documentation matters and to communicate effectively;
- Good interpersonal skills, ability to liaise with personnel at all levels and adapt the style accordingly;
- Ability to work in a diverse team environment is essential;
- Ability to work in close cooperation with others, propose solutions and ensure end product. Customer focused and result oriented;
- Capacity to organize his/her work, set priorities and meet deadlines; Integrity, flexibility and adaptability.
- UNOPS competencies:
- Required: Creativity and innovation, ability to analyze and learn, decision making, quality orientation, result orientation, communication skill, networking skills, client focus
Education
Essential
A Master's degree with a qualification in documentation, archives and/or content management or related area,
OR,
A Bachelor�s degree in the same subject areas combined with two additional years of relevant experience to substitute for the master's degree.
Experience
Essential
A minimum of three (3) years� experience post master's degree or seven (7) years post bachelor's degree in working as an Archivist/Documentation specialist/ELECTRONIC LIBRARY or equivalent;
- Knowledge of concepts, methods (i.e. ISO standards) and the required technical skills for managing information resources;
- Knowledge of solutions/implementations of Document Management Systems and/or Content Management Systems);
- Good knowledge about ELECTRONIC office tools used within STBP (Word, Excel, PowerPoint, SHARED DRIVES, CLOUDS, ETC);
Languages
Fluency in written and spoken English is required.
Working knowledge of French, Arabic, Portuguese, Spanish or Russian language skills is desirable.
Contract type, level and duration
Contract type: Individual Contractor Agreement (ICA)
Contract level: International Specialist Level 2
Contract duration: 100 working days
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Additional Considerations
- Please note that the closing date is midnight Copenhagen time (CET)
- Applications received after the closing date will not be considered.
- Only those candidates that are short-listed for interviews will be notified.
- Qualified female candidates are strongly encouraged to apply.
- The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
Vacancy code VA/2016/B5004/9542
UNOPS supports the successful implementation of its partners� peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Working in some of the world�s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners� expectations.
With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.
A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.
Background and Mandate - OICT
The Office of Information and Communications Technology (OICT) of the Department of Management (DM) provides enterprise-wide oversight of ICT programmes, budgets and decision-making to ensure alignment with the Secretariat�s overall ICT strategy, in support of the Organization�s mission. Services required for this agreement revolve around the activities concerning OICT�s responsibility for the management of the global ICT environment which includes the development of Secretariat-wide infrastructure architecture and overseeing the central data centres that house enterprise systems and safeguard all Secretariat-wide data.
Organizational Setting and Reporting Lines
This position is located in the Enterprise Applications Centre in the New York Office of Information and Communications Technology (OICT) in the Department of Management (DM). Under the overall supervision of UNOPS Senior Programme Manager, the incumbent will report to the ECM Project Manager.
Within delegated authority, the incumbent will be responsible for the following duties:
Works with a minimal amount of supervision; works collaboratively with the ECM team and provides excellent service to our clients. Formulates and delivers business requirements documents, conduct trainings, creates training materials and change management documentation (if needed).
Perform other related duties as required.
Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; High degree of flexibility and adaptability required to multitask among a variety of projects simultaneously.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others� ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Technological Awareness: Keeps abreast of available technology. Understands applicability and limitations of technology. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.
Client Orientation: Considers all those to whom services are provided to be �clients� and seeks to see things from clients� point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients� needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients� environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.
Education:
Fluency in written and spoken English is required. Fluency in one or more official UN languages is desirable.
Contract type: International ICA
Contract level: IICA-2
Contract duration: One Year
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Recruitment/internship in UNOPS is contingent on the results of such checks.
Position title Information Architect/Business Specialist
Level ICS-10
Department/office ECR, Development Group Cluster
Duty station New York, United States of America
Contract type International ICA
Contract level IICA-2
Duration One Year
Application period 12-Feb-2016 to 19-Feb-2016
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Background Information - UNOPS
UNOPS supports the successful implementation of its partners� peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Working in some of the world�s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners� expectations.
With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.
A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.
Background Information - Job-specific
Background and Mandate - OICT
The Office of Information and Communications Technology (OICT) of the Department of Management (DM) provides enterprise-wide oversight of ICT programmes, budgets and decision-making to ensure alignment with the Secretariat�s overall ICT strategy, in support of the Organization�s mission. Services required for this agreement revolve around the activities concerning OICT�s responsibility for the management of the global ICT environment which includes the development of Secretariat-wide infrastructure architecture and overseeing the central data centres that house enterprise systems and safeguard all Secretariat-wide data.
Organizational Setting and Reporting Lines
This position is located in the Enterprise Applications Centre in the New York Office of Information and Communications Technology (OICT) in the Department of Management (DM). Under the overall supervision of UNOPS Senior Programme Manager, the incumbent will report to the ECM Project Manager.
Functional Responsibilities
Within delegated authority, the incumbent will be responsible for the following duties:
- Works collaboratively with project teams as the taxonomy and information architecture expert to provide guidance and direction to business analysts and development teams in the execution of all information management deliverables.
- Performs other duties related to information architecture, information management, training, writing documentation, and the facilitation of workshops.
- Facilitates change management procedures and training.
- Provides expertise related to information and communications technology projects in the area of knowledge management.
Works with a minimal amount of supervision; works collaboratively with the ECM team and provides excellent service to our clients. Formulates and delivers business requirements documents, conduct trainings, creates training materials and change management documentation (if needed).
Perform other related duties as required.
Competencies
Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; High degree of flexibility and adaptability required to multitask among a variety of projects simultaneously.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others� ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Technological Awareness: Keeps abreast of available technology. Understands applicability and limitations of technology. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.
Client Orientation: Considers all those to whom services are provided to be �clients� and seeks to see things from clients� point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients� needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients� environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.
Education/Experience/Language requirements
Education:
- Master's degree or equivalent in Management of Information Systems, Computer Science, Library Science, Education or related field; a Bachelor�s degree or equivalent in combination with two additional years of qualifying experience may be accepted in lieu of a Master�s degree or equivalent.
- A minimum of 5 years of experience working with enterprise document management systems is required.
- At least 3 years of experience developing information management and file classification schemes is required.
- At least 2 years of experience developing training materials and conducting training is required.
- Experience in records management is desired.
- Experience and knowledge of change management principles and methodologies is highly desirable.
- Experience and ability to perform troubleshooting and problem resolution by interacting with technical staff, users, and vendors.
- High quality and demonstrable communication skills (listening, speaking, and writing) are required.
- Experience with information architecture is highly desirable.
- Experience conducting business analysis, and with business process reengineering is highly desirable
Fluency in written and spoken English is required. Fluency in one or more official UN languages is desirable.
Contract type, level and duration
Contract type: International ICA
Contract level: IICA-2
Contract duration: One Year
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Additional Considerations
- Please note that the closing date is midnight Copenhagen time (CET)
- Applications received after the closing date will not be considered.
- Only those candidates that are short-listed for interviews will be notified.
- Qualified female candidates are strongly encouraged to apply.
- For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
- The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
Recruitment/internship in UNOPS is contingent on the results of such checks.
TERMS OF REFERENCE
Associate Archivist (Records Management)
Position Title: Associate Archivist (Records Management)
Organisation: UNHCR (administered by UNOPS)
Contract Type/Level: UNOPS International � Equivalent of P2 Level
Section/Unit: Records and Archives Section (Records Management)
Duty Station: Geneva, Switzerland
Duration: 01/01/2016- 31/12/2016
Closing Date: 23/11/2015
Background Information:
In order to address the risks related to unmanaged digital records and to be prepared to address the question of
medium-term and long-term preservation of relevant digital assets, Records and Archives Section (RAS) leadsthe implementation of a Global Records Management program based on the e-SAFE platform, the UNHCR
document and electronic records management system.
The incumbent is managing the follow-up and maintenance of e-SAFE in HQ, which is ensuring that the
organization's records are managed through their life cycle in accordance with international standards and
regulations as a foundation for the governance and accountability of the organization. The incumbent is also
participating in the management of e-SAFE related projects.
Duties are conducted within the general direction of the Senior Archivist (Records Management). The incumbent
works in close coordination with the Associate Archivist Field in Copenhagen, and DIST.
Organizational context:
Records and Archives Section sits within the Division of External Relations (DER).
Duties and Responsibilities:
Under the supervision of the Senior Archivist, the incumbent should ensure that UNHCR has a records
management program for HQ in place that captures, protects and provides access to authorised staff and
stakeholders to authentic records, and ensures that in the future UNHCR and its HQ task force will have access
to all relevant institutional memory.
The contractor responsabilitiy includes:
? Develop and update records and archives management guidance material such as guidelines,
instructions and procedures;
? Implementation of records and archives management guidance material;
? Conduct classroom training;
? Assist units and offices to organize, manage and share information and coordinate HQ requirements for
compliance in the Field;
? Analyze business needs, provide advice, define, implement and update file plans and unit profiles
including retention for the offices;
? Implement and sustain e-SAFE;
? Ensure correct access/permissions and governance;
? Supervise the maintenance of workspaces and access groups;
? Coordinate network of Focal Points in HQ and facilitate workshops;
? Participate in Field missions;
? Participate in the management of e-SAFE related projects with DIST and external parties.
Essential Minimum Qualifications and Professional Experience Required:
Education
Advanced university degree in records and archival management; or in history or related discipline with
concentration in records and archival management; or in information management, history or related disciplines
with additional training as provided by universities and/or professional archival associations
Work Experience
At least 4 years of experience in progressively responsible functions in relation to records management in a
large organisation that deals with both sensitive and non sensitive materials. Of the 4 years, minimum 2 years of
experience should be in an international environment in the same functional area directly relevant to the current
position.
Experience with Enterprise Content Management systems with Records Management capacity
Language
? Fluency in English (required).
? Fluency in French or another UN language (desirable).
Required Competencies:
? Judgement and Decision Making
? Analytical Thinking
? Technological Awareness
? Planning and Organizing
? Change Capability and Adaptability
? Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the
persons of concern to UNHCR (desirable).
Location:
The selected candidate will report to the Senior Archivist (Records Management).
Applications:
Interested applicants should submit their letter of motivation and Personal History Form (P11), including
testimonials/degrees/certificates to MANOUKIA@unhcr.org indicating �Associate Archivist (UNOPS)� in the
subject of the email.
P11 forms are available on www.unhcr.org/recruit/p11new.doc
Closing date for receipt of applications: Tuesday, 23 November 2015
