Document Management Specialist

Home Based - May require travel

Organization: UNOPS - United Nations Office for Project Services
Location: Home Based - May require travel
Grade: Mid level - IICA-2, International Individual Contractors Agreement
Occupational Groups:
- Library Science
- Administration
- Documentation and Information Management
Closing Date: Closed

Background Information - Myanmar

Myanmar is one of UNOPS’ leading offices in Asia, acting as fund manager for three of the largest development programmes in the country, namely the Three Millennium Development Goal Fund (3MDG), the Livelihood and Food Security Fund (LIFT) and the Joint Peace Fund (JPF). In addition, UNOPS is Principal Recipient for the Global Fund in Myanmar and for the Global Fund’s regional artemisinin-resistance initiative targeting drug resistant malaria in the greater Mekong sub-region. UNOPS also provides procurement, infrastructure and project management services to a wide range of organizations in the country, including the Government of Myanmar, international development partners, other UN agencies, NGOs and INGOs. UNOPS plays a critical role in ensuring that the quality of services provided to its partners meets stringent requirements of speed, efficiency and cost effectiveness.

Background Information - Job-specific

In early 2018, UNOPS Myanmar did a maturity assessment of its programme management systems and one area identified that needed strengthening was ‘document/information management’. There is a lack of consistency in information management between the different programmes and funds managed by UNOPS in Myanmar. Therefore, UNOPS Myanmar is seeking a Document Management Specialist to develop and kick-start implementation of a strategy for corporate document management within UNOPS Myanmar.

Under the direct supervision of Head of PMO, the Document Management Specialist must demonstrate skills in modern archives management, document management services and implementation of global information systems, including experience with content management platforms and technologies. This position requires that the consultant quickly understand the business requirements of UNOPS Myanmar and propose a long-term strategy for document management.

Functional competencies

The main outputs expected are as below:

A strategy for future document management
A guidance document to implement the above

Detailed tasks will involve:

Conduct an appraisal and needs assessment of current document management systems in place
Audit the current sharedrive and provide recommendations for improvement of the current set-up / architecture

Determine the documentation management needs of each of the main units within UNOPS Myanmar (there are 6 main units)
Discuss (by phone, skype, etc.) corporate document management plans with UNOPS corporate ICT department in Copenhagen.
Create and operate libraries or other storage areas to store documents and maintain reference documents up-to-date.
Develop document control procedures to cover basic management, controlled release of key documents, version control, document history and distribution lists.
Create an identification system for all documents and assist in the identification - naming and filing conventions.
Establish benchmarks for the implementation of the document management strategy.
Ensure processes are in place to manage the security and confidentiality of program / project documentation or other assets.

Deliverables

Strategy for document management
Guidance document for implementation of above

Education/Experience/Language requirements

Education

Master’s degree in Library Science or related area is required. A relevant Bachelor’s degree with additional 2 years of experience may be accepted in lieu of a Master’s degree.

Experience

Minimum 5 years of Experience in modern archives management, document management services and implementation of global information systems is required.
Good project management skills and/or substantial exposure to project-based approach and work structures is required.
Experience in business analysis or business process analysis is required
Experience with Microsoft SharePoint 2013 is required
Experience with Microsoft Enterprise Project Management (EPM) solutions is an advantage
Knowledge of ISO standards in document and information management is an advantage (ISO 2709, 10244, 15836, 15489, 21127, 23950, 32000)
Experience with content storage solutions in Cloud is an advantage
Project management skills are an asset

Language

Fluency in both written and spoken English is essential.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: International Individual Contractor Agreement
Contract level: IICA 2
Contract duration and duty station: 100 days ( Home-based with mission travel to Myanmar)

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
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.
Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
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.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Applicants are requested to:

Submit a letter of motivation and a CV specifying experience and skills.

Include the names and contact details of three recent, professional referees.

Indicate your daily fee expectations in USD.

Note that this is a home-based contract with at least 30% of mission travel needed. Reimbursement of travel and payment of Daily Subsistence Allowance will be paid according to UN rules and regulation

Please be noted that this is for a desk review assessment and only the most relevant profiles will be reviewed for the further recommendation. No interview will be conducted. By applying, you are expressing your interest in this position.

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.

This vacancy is now closed.
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