National Consultant for the Digitization Plan for UNDP Office (Open for Maldivian Nationals Only)

Background

Background

The digitalization plan outlines the conversion of physically stored documents into standardized electronic filing system so that a complete, accurate and a consistent method can be practiced and maintained by the staff of UNDP.

Objectives

• To convert hard documents into a more effective method of storage
• Fast retrieval of any information or documents needed by multiple staff
• To facilitate consistent use of clearly defined electronic filing standards
• To save time taken by staff to search required documents
• Establish processes to follow to maintain the digital format

Duties and Responsibilities

Scope of Work:

1. Sort out documents to be digitalized in collaboration with the Operations and Programme Units.
2. Index digitalized documents in a way to easily identify, and access them e.g.: Chronological order
3. Organize an effective digitalization and storage technique which can be used continuously
4. Back up and storage of both physical and electronic documents
5. Submit a complete record of all digitalized documents by the end of contract.

Documents required for digitalization:

1. OPERATIONS UNIT

1. PROGRAMME UNIT

Required number of personnel:

Two staff to perform the tasks in correspondence with each other

• Task 1 – To handle all hard document files, scan and store them back
• Task 2 – To convert and organize documents into electronic format

Duration/Validity:  6 months (21 days per month)

Critical Success Factors:

It is expected that the consultant who will be engaged with the UNDP Digitalization plan adhere the following values:

• Demonstrate integrity by modelling the UN Values and Ethics Standards;
• To complete the process by the deadline
• Agreement to hold in trust and confidence of any information or documents (“confidential information”) used in the process. 

Competencies

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Promotes the vision, mission and strategic goals of UN/UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Ability to lead strategic planning, results-based management and reporting;
• Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates good oral and written communication skills;
• Demonstrates ability to manage complexities and work under pressure, as well as conflict resolution

Required Skills and Experience

Education

• Completion of High School Education

Experience

• Excellent written and oral skills in English
• Ability to work under pressure in an organized and systematic way
• Ability to work unsupervised and independently
• Willingness to work flexible hours in order to meet deadlines.
• Familiar with printers, scanners and IT software 

Language Requirement

• Fluent in English and Dhivehi Language

Application Documents

• The application must include a letter of interest to undertake this task, the CV, Personal History Form (P11), and a financial proposal (indicating the monthly fee (in MVR) for the assignment). The consultant will be paid in installments as per the deliverables 
• Lump sum financial proposal for all professional fees for editing, interviewing etc [Flight tickets, and speed boat charges will be borne by UNDP. DSA will be paid at official UNDP rate for the period of travel]
• The applicant must also submit the reference letters from past supervisors/clients. To download P11, kindly please visit the link: http://www.mv.undp.org/content/maldives/en/home/operations/jobs
• Please combine all the documents into one single file, as the system will allow for only one document to be uploaded.
• We will only accept online applications.