Document Management Specialist

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.      

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

• 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.

• 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

• Fluency in both written and spoken English is essential. 

• 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:

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.