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Consultancy - Enterprise Content Management (ECM), LACRO, Panama

Panama City (Panama)

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Panama City (Panama)
  • Grade: Consultant - Contractors Agreement - Consultancy
  • Occupational Groups:
    • Communication and Public Information
    • Documentation and Information Management
    • Social Entrepreneurship
    • Malaria, Tuberculosis and other infectious diseases
  • Closing Date: 2020-09-25

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The purpose of this consultancy is to manage a change process with UNICEF Water, Sanitation and Hygiene (WASH) stakeholders at regional and country levels across the Latin America and Caribbean Regional Office of UNICEF (LACRO) to implement UNICEF’s ECM for their teams. UNICEF LACRO works with 24 country offices that cover 36 countries and territories in the region.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

 

For every child, dedication

 

How can you make a difference?

 

Background
 
Enterprise Content Management (ECM) is a formalized means of organizing and storing documents, and other content, that relates to an organization’s processes and business goals. The term encompasses strategies, methods, and tools used throughout the lifecycle of the content. The ECM project at UNICEF introduced improvements that ensure that all UNICEF staff have the information and tools they need to work as effectively and efficiently as possible to support children. The ECM project fundamentally changed the way we, as UNICEF staff, create, share and find information, collaborate with each other, and access the tools we need to get work done.
 
Purpose of the Job

The purpose of this consultancy is to manage a change process with UNICEF Water, Sanitation and Hygiene (WASH) stakeholders at regional and country levels across the Latin America and Caribbean Regional Office of UNICEF (LACRO) to implement UNICEF’s ECM for their teams. UNICEF LACRO works with 24 country offices that cover 36 countries and territories in the region. For the WASH sector alone, there are 19 operational country offices (CO) for WASH. Currently each CO manages ECM differently with local platforms. The UNICEF LACRO WASH Section needs an ECM platform that is aesthetically appealing, easy to update and manage, and that centralizes work outputs by COs and increase convergence to enhance collaborative work and knowledge sharing. The ECM platform should be developed with inputs from end users at COs (WASH, KM and ECM focal points), at Regional Office (RO) and HQ staff and shall cater for social norm change in the way we manage knowledge and incentives to build ownership and enhance use.
 
The requirements for the consultancy are two-tiered: 1) Develop the existing regional WASH LACRO level centralized digital knowledge management platform in English and with end user inputs and linking it with COs platforms, and 2) Direct support to populate the platform and transition the CO end users to the centralized digital knowledge management platform for WASH LACRO and COs.

Specific Tasks

  • Manage and support orientation and implementation of the organization-wide classification scheme, controlled vocabulary, and retention schedules.
  • Communicate with key stakeholders to proactively ensure organizational understanding of the interrelationship of records and business processes.
  • Conduct a needs assessment and map the status of ECM migration and use in each of the 19 LAC WASH offices and in the RO and design a plan to initiate and/or complete the migration. The plan should address capacity and skills needs and set forth a timeline with milestones that includes working with stakeholders individually and in groups to build capacity and skills.
  • Manage and support the implementation of the UNICEF’s ECM (both communication and collaboration sites for the office) in compliance with corporate records best practices including system analysis methodologies, records, and information management implementation processes and procedures and workflow processes required for implementation of the above plan.
  • Manage and support the content migration process for all the teams/staff. Conduct training sessions for staff members to efficiently and effectively manage digital workspaces. Help staff perform a document inventory of Shared Drives (SDs), SharePoint Libraries, and other file repositories; Analyze content with support from the ECM team /focal points in LACRO and COs and the local Subject Matter Experts and Content Owners to agree with a content migration plan; Develop and customize standard operating procedures as needed; create the conditions within the offices to ensure a smooth transfer to the new SharePoint, which includes detailed discussion about information architecture (number of libraries, types of documents in each libraries, local columns and local taxonomy, and permissions). Provide relevant technical training and support to staff regularly in accessing and managing records of any form or media.
  • Do a handover of responsibilities at the end of the consultancy to designated staff members.

 

Deliverables

Description

 Duration [in days] 

Output

Phase One

Conduct a needs assessment and map the status of the ECM migration in each of the 19 LAC WASH offices and in the RO and design a plan to initiate and/or complete the migration.

Draw up the plan to bring about the migration, grouping COs in a similar situation where possible, itemizing needs, tasks and timelines including capacity and skills needs to ensure organizational understanding of the interrelationship of records and business processes.

Define the information architecture (number of libraries, types of documents in each libraries, local columns and local taxonomy, and permissions) of sites to be deployed in each office.

20 days
(deadline: 20 days from start of contract)

Roadmap for the ECM migration for LAC WASH CO and Ros

Phase Two

Manage and support the content migration processes for all the teams/staff.

Adjust the RO WASH Communication site according to any 'must-have' functionalities, development document libraries for COs as needed. Provide relevant technical training and support to staff regularly in accessing and managing records of any form or media. Develop and customize standard operating procedures in the form of a checklist for the Office, and develop collaboration and team sites

30 days
(deadline 50 days from start of contract)

Initial content migration, staff training, document libraries developed and synched

Digital Workplace SOPs (checklist)

Phase Three


Manage and support orientation and implementation of the organization-wide classification scheme, controlled vocabulary, and retention schedules. Communicate with key stakeholders to proactively ensure organizational understanding of the interrelationship of records and business processes.

Conduct training sessions for staff members to efficiently and effectively manage digital workspaces.

20 days
(deadline 70 days from start of contract)

ECM implemented and training for staff members in all 19 COs and RO

Do a handover of maintenance responsibilities of the ECM platform at the end of the consultancy to designated staff members

2 days
(deadline 75 days from start of contract)

Handover report

2 months break to allow UNICEF staff to implement what the ECM consultant has put in place. These 2 months have no working days for the consultant, nor products nor payment.

Post-implementation after 2 months with trouble-shoot, support staff with behavior change, identify gaps and problems, address and documents most frequently Q&A and problems, and review/update handover of responsibilities

5 days
(2 months after the above handover report deliverable which is approximately 140 days from start of contract)

Report with Q&A and problem-solution orientation, bilateral calls, webinars and handover

 

 

To qualify as an advocate for every child you will have…

  • Background in computer science or programming languages is a requirement (Phython, BASIC, C, C++, Java/SQL, etc.)
  • Experience in engaging UNICEF offices on the new ECM migration activities is an asset (including knowledge of PowerShell, ShareGate Software).
  • Mandatory experience and knowledge of Sharepoint Modern and Classic
  • Minimum of 2 years experience with migration of content to digital platforms including Sharepoint Modern and Classic
  • Fluency in English and Spanish (verbal and written) required, and an asset to have a working knowledge of French and/or Portuguese.
  • Advanced excel skills is highly valued. Knowledge in VBA and Macros is a plus
  • Ability to use standardised computer software (i.e. MS Office including MS Access Database, G-Suite products, Adobe InDesign), familiarity with Microsoft’s Enterprise Content Management platform, and easily manoeuvre internet-related tasks is highly desired
  • Knowledge of UNICEF WASH and the LAC region a plus
  • Strong communication and facilitation skills in both English and Spanish.
  • Driven for results and problem solver.
  • Work in collaboration with others
Supervision

WASH Specialist, UNICEF LACRO Workplace
 
Workplace

The consultant will be requested to work remotely, home-based but available at least from 8am-3pm Panama time
 
Duration

The contract's duration is 77 working days overover a 6 months period (72 working days in the first days of the contract, 2 months break with no work, and return for final 5 working days at the end, see section “Deliverables” for more details”).
 
How to apply

Application should be submitted online and should include: CV, cover letter and financial proposal. Qualified candidates are requested to submit daily and monthly fees in their financial proposal.

Technical proposal highlighting the relevant experience and outputs, with a 1) Max 2-page explanation of past experience and 2) CV;
a. CV and interview reflect relevant experience and skills (50%)
b. Cover letter demonstrates relevant skills and experience, plus reference check (30%)
 
Financial bid (20%)
 
Travel

Not applicable

 

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

View our competency framework at http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

 

Remarks:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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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