Консультант/ка з Управління Офісними Документами / Office Documents Management Consultant

TERMS OF REFERENCE

FOR THE CONSULTANCY CONTRACT OF: Office Files/Documents Management Consultant

1. Duty Station of the Consultancy: Kyiv, Ukraine
2. Duration of Consultancy: 2 months, with possibility of extension subject to availability of funds and satisfactory job performance.
3. Nature of the consultancy:

Under the overall supervision of the Chief of Mission (CoM), and the direct supervision of the Senior Programme Coordinator for Migration, Sustainable Development, & Livelihoods , the Consultant will support the units’ documents merging and inventory process, as well as communications and online filing management.

1. Project Context and Scope:

The Migration, Sustainable Development, & Livelihoods (MSDL) Unit is a recently merged unit bringing together MSD and Livelihoods. As a result of the merger, the two previous units are bringing together two different SharePoints and differing practices in terms of communications and document management. The merger also offers an opportunity to develop a common understanding among team members in regards to how intra-unit communications and document management should occur going forward.

1. Organizational Department / Unit to which the Consultant is contributing:

Migration, Sustainable Development, & Livelihoods (MSDL) Unit, IOM Kyiv

1. Category B Consultants: Tangible and measurable outputs of the work assignment

The Consultant will:

1. Develop an inventory of current online documents and communications management practices in MSDL.
2. Review the various gaps and needs for information sharing and coordination.
3. Provide a series of solutions to address existing challenges.
4. Implement changes to the online document management architecture including the new unit SharePoint.
5. Develop of SOPs for communications and online document management;
6. Deliver a training to all MSDL staff in order to make them familiar with the new document management structures and SOP.
7. Perform such other duties as may be assigned.

Tangible and measurable outputs of the work assignment

1. First deliverable – Complete report outlining the document and communications management needs and current challenges in MSDL – End of Week 2
2. Second deliverable – Complete report (approved by IOM) of the proposed document and communications management solution for MSDL – End of Week 3
3. Third deliverable – Implement the agreed recommendations of the report, developing SOPs, building the online structures (such as SharePoint structure), and migrating files into the new structures – End of Week 6
4. Final deliverable – Deliver training to MSDL staff on the new system and protocols for document and communications management – End of Week 8
5. Performance indicators for the evaluation of results

• Completes and delivers comprehensive support outlining the document and communications management needs and challenges in the MSDL unit.
• Report outlining solutions for MSDL approved by IOM.
• Successful implementation of the solutions identified in the report.
• SOPs for document and communications management approved by IOM.
• Training participants are satisfied with their knowledge and understanding of the new systems for communication and document management.

1. Education, Experience and/or skills required

• Bachelor’s degree in management, library sciences, or a related field with a minimum of 2 years of relevant experience;
• At least two years of work experience as a Document Management Specialist or in a similar role;
• Knowledge of electronic document management systems, standards, and protocols;
• Familiarity with document imaging techniques and software solutions, in particular Microsoft Office and MS Teams;
• Understanding of data privacy and security regulations;
• Strong understanding of document lifecycle management principles;
• Strong attention to detail with excellent organizational and time management skills;
• Proficient in using document management software and systems;
• Excellent written and verbal communication skills;
• Ability to work independently and collaborate effectively with cross-functional teams;
• Strong problem-solving and analytical skills;
• Ability to maintain confidentiality and exercise discretion with sensitive information.

Language:

English – working knowledge

1. Travel required

No

1. Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: demonstrates willingness to take a stand on issues of importance.
• Empathy: shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

1. How to apply:

Interested candidates are invited to submit their Personal History Form and cover letters or CVs with names and contacts of three referees to [email protected] with subject line “Office Document/Files Management Consultant ” by 18 May, 2024 at the latest.  

Only shortlisted candidates will be contacted. 

!!! Private entrepreneurs (PE) cannot be considered as applicable for providing services under this consultancy. 

 Posting period: 

From 09.05.2024 to 18.05.2024