Records Manager, Consultancy, New York, USA

New York City

UNICEF, and specifically the Division of Human Resources (DHR), currently holds large amounts of records. Some are electronic, but most are in paper-based document form, which are neither properly filed nor securely managed through to appropriate retention and disposal. Most of the information is held in unstructured form (i.e. paper-based files including staff Official Status Files) and a quarter of all global files are located in a single file room in New York, the balance are located in filing cabinets in distributed offices in 145 countries); locked inside end-users' desktops; embedded in the email system; and more general reference documents uploaded to intranet document repositories. All this creates a significant challenge for overall information governance, risk mitigation, and the practical challenge of staff that create and need to use, refer to, and reuse, information in these documents and records. In this regard, UNICEF has embarked on an organization-wide information, document and record management initiative; under which the HR record management was positioned as the leading sub-project which now has been implemented in 2015. The HR record management system is beginning to mitigate the aforementioned risks and enable the easy and access-controlled search, retrieval and access to relevant parts of the official electronic records by multiple people whose actions are being automatically tracked, and will be tightly integrated with core HR systems, e.g., SAP (VISION), PageUp Talent Management system and Neocase Case Management system.

 About UNICEF 

For 70 years, UNICEF has been working to promote the rights and wellbeing of every child, in everything we do. Together with our partners, we work in 190 countries and territories to translate that commitment into practical action, focusing special effort on reaching the most vulnerable and excluded children, to the benefit of all children, everywhere. UNICEF has some 13,000 staff in more than 145 countries.

BACKGROUND

UNICEF, and specifically the Division of Human Resources (DHR), currently holds large amounts of records. Some are electronic, but most are in paper-based document form, which are neither properly filed nor securely managed through to appropriate retention and disposal. Most of the information is held in unstructured form (i.e. paper-based files including staff Official Status Files) and a quarter of all global files are located in a single file room in New York, the balance are located in filing cabinets in distributed offices in 145 countries); locked inside end-users' desktops; embedded in the email system; and more general reference documents uploaded to intranet document repositories. All this creates a significant challenge for overall information governance, risk mitigation, and the practical challenge of staff that create and need to use, refer to, and reuse, information in these documents and records.
In this regard, UNICEF has embarked on an organization-wide information, document and record management initiative; under which the HR record management was positioned as the leading sub-project which now has been implemented in 2015. The HR record management system is beginning to mitigate the aforementioned risks and enable the easy and access-controlled search, retrieval and access to relevant parts of the official electronic records by multiple people whose actions are being automatically tracked, and will be tightly integrated with core HR systems, e.g., SAP (VISION), PageUp Talent Management system and Neocase Case Management system.

Terms of Reference / Deliverables

Given the above context, UNICEF is seeking a Records Manager, under a consultancy, to deliver the following:

1. Lead the maintenance and change management of HR's Records Management (Gimmal) implementation – in compliance with records best practices, including system analysis methodologies, records and information management implementation processes and procedures and workflow processes required for implementation.

2. Maintain the records management system classification scheme. Communicate with key stakeholders to proactively ensure organizational understanding of the interrelationship of records and business processes.

3. Liaise with the Enterprise Content Management team. Actively participate in new initiatives surrounding records management.

4. Act as the HR Business Analyst in the areas of expertise. Lead the requirements gathering as well as testing efforts, represent the business in the project meetings and cooperate with the developers to ensure a smooth delivery of the system.

5. Provide support to the development and implementation of other Human Resources records, including Executive and Legal records.

6. Provide support to the implementation of the Continuing Appointment project by ensuring that that the required data and documentation is captured in Talent Management and SAP VISION systems.

7. Provide any training to staff in accessing and managing records, in close coordination with the Enterprise Content Management team. Provide support to users and IT in troubleshooting issues and proposing solutions.

8. Carry out other tasks related to Records Management, as assigned by the Business Analyst and Chief of Section.

Qualifications
• A minimum of six (6) years of experience in Information Management and Project Management or Human Resources related projects for the United Nations system or other international organizations.

• A relevant advanced university degree, or equivalent professional work experience combined with a university degree in a related field. A first level university degree in combination with qualifying experience may be accepted in lieu of the advance university degree.

• Experience with Records Management system based on SharePoint.

• Hands on experience in conducting training on IT System and Human Resource business processes, preferably in the United Nations context.

• Knowledge of SharePoint including its capabilities, limitations, basic architecture and workflows.

• Ability to present highly complex arguments, information and ideas in an easy to understand and memorable fashion.

• Some technical skills and understanding of coding and technical architecture of online systems.

• Excellent knowledge of basic office software, including the ability to process large amounts of data in spreadsheets or similar tools. Knowledge of SQL is an asset.

• Knowledge of and experience with ERP systems

Requirements

Please provide a cover letter and the United Nations Personal History Form (P11) highlighting previous engagements which meet the qualification criteria described above. Please indicate your ability, availability and daily/monthly rate (in US$) to undertake the terms of reference above. Applications submitted without a daily/monthly rate will not be considered.

Personal History Form (P11) can be downloaded from: http://www.unicef.org/about/employ/index_53129.html 

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 organization.

 

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: UNICEF - United Nations Children’s Fund
  • Location: New York City
  • Grade: Mid/Senior
  • Occupational Groups:
    • Human Resources
    • Management, Administration and Finance
  • Closing Date: 2016-12-29

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