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Consultant on Archive Digitalization of Internal Documentation

Kyiv (Ukraine)

  • Organization: UNDP - United Nations Development Programme
  • Location: Kyiv (Ukraine)
  • Grade: National Consultant - Locally recruited Contractors Agreement - Consultancy
  • Occupational Groups:
    • Library Science
    • Statistics
    • Documentation and Information Management
  • Closing Date: 2021-09-17

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Background

The project “Civil Society for Enhanced Democracy and Human Rights in Ukraine” (2017-2022) funded by the Danish Ministry of Foreign Affairs is a nation-scale 5-year initiative which runs from 1st April 2017 until 31st March 2022. The project aims to strengthen the capacity of civil society organizations to promote democracy and build a constructive dialogue between the government and civil society organizations which is based on citizen participation at all levels in Ukraine. It will also help develop and strengthen human rights actors to promote and protect human rights in Ukraine, and to increase the level of youth civic engagement and youth participation in decision-making processes at all levels. 

In order to ensure security, reliability and authenticity of information for long term viability UNDP “Civil Society for Enhanced Democracy and Human Rights in Ukraine” project is embarking on the archiving and digitalization of an internal documentation.  

UNDP records, regardless of physical form or characteristic, are the property of the organization. They shall not be destroyed or removed from originating units, except in accordance with established guidelines, or with the approval of and in consultation with management of the originating office. The Archiving and Retention Policy of the UNDP will be shared with the selected consultant and must be used as a guide when developing the system.  

• UNDP records are any information, regardless of physical form or characteristic, which originate from or are received by its employees within the framework of conducting official activities; 

• Files contain records originating from or received by the organization in written, audio, video, electronic all other forms; 

• Records management relates to the creation, use and maintenance of current records in a systematic manner; 

• Archiving deals with the preservation and maintenance of non-current records on a temporary or permanent/indefinite basis in accordance with an established retention schedule. 

Duties and Responsibilities

2. MAIN OBJECTIVE OF THE ASSIGNMENT 

The key objective of this assignment is to establish a systematic records/file management system which enables staff members to easily access digital archive of project records. The consultant shall develop an archive system and process all existing records, archive documentation via the digital records management system. 

 

3. DESCRIPTION OF RESPONSIBILITIES / SCOPE OF WORK 

The responsibilities of the Consultant on Archive Digitalization of Internal Documentation will include:  

  • Develop a digital records management system that facilitates appropriate classification, management and utilization of files and other materials (in consultation with Civil Society Project Coordinator); 

  • Process (scan), catalogue, archive and store the documents accordingly which would lead to the creation of an archive and records management system for the project documentation; 

  • Hold a debriefing session with project staff on the implemented system and retrieval of documents. 

 

4. DELIVERABLES 

Deliverables/ 

Activities 

Description 

Deadline* 

Deliverable #1 

 

Development of the digital records management system that facilitates appropriate classification, management and utilization of files and other materials 

The Consultant will be responsible for the following: 

  1.  Conduct preliminary analysis of internal documentation (classification of project documentation) in consultation with Civil Society Project Coordinator. 
  2.  Develop a digital records management system for digital archive. 

Output:  digital records management system that facilitates appropriate classification, management and utilization of files and other materials is developed and approved by UNDP CSDR project team.  

 

 

 

By 10 October 2021  

Deliverable #2 

Processing 50% of hard copies of internal project documentation (scanning, catalogizing) and archiving via the digital records management system.  

The purpose of the activity is to digitalize project documentation and add it to digital records management system developed by the Consultant.  

Output:  project documents are digitalized (scanned and catalogized) and archived via the digital records management system – 20000 pages. Part 1 

 

 

 

 

By 15 of November 2021 

Deliverable #3 

Processing 50% of hard copies of internal project documentation (scanning, catalogizing) and archiving via the digital records management system and participation in a debriefing session with project staff. 

The purpose of the activity is to digitalize project documentation and add it to digital records management system developed by the Consultant.  

At the completion of the assignment within this TOR, the Consultant is expected to hold a debriefing session with the project staff on the implemented system and retrieval of documents. 

Output: Second part of the project documents are digitalized (scanned and catalogized) and archived via the digital records management system and the debriefing session with the project staff is conducted. 

By 25 of December 2021 

 

5. MONITORING/REPORTING REQUIREMENTS 

The satisfactory completion of each of the deliverables shall be subject to endorsement of the Civil Society Project Coordinator. UNDP Civil Society Project Coordinator will supervise the work of the Consultant through regular in person and e-mail/or telephone/Zoom communication. Upon request, the Consultant on Archive Digitalization for Internal Documentation shall be able to provide written or oral explanations as far as the status of the works under the present assignment is concerned.  

UNDP will be the final authority to control the quality and evaluate the work. No reports, documents, communications should be published or distributed to third parties without prior approval of UNDP. Should any travel be needed for the assignment, which is not envisaged at this stage, the related costs will be covered additionally, therefore, the incumbent should not include this cost in his/her financial proposal.  

Competencies

  • Demonstrates integrity by modelling the UN’s values and ethical standards;
  • Promotes the vision, mission, and strategic goals of UNDP;
  • Displays cultural, gender, religion, ethnic, nationality and age sensitivity and adaptability;
  • Treats all people fairly without favouritism;
  • Fulfills all obligations to gender sensitivity and zero tolerance for sexual harassment.

Required Skills and Experience

6. EXPERIENCE AND MINIMUM QUALIFICATIONS REQUIREMENTS 

  • Secondary education or university degree. No specific experience required but the experience of process documentation will be the advantage;  

  • Strong IT skills (Word, Excel, Internet, work with office equipment); 

  • Upper intermediate knowledge of Ukrainian/Russian, English; 

  • Similar experience would be an asset.  

 

7. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS 

Applicants shall submit the following documents: 

Required 

 

 

CV, including information about experience in similar assignments with email and telephone contacts of at least three (3) professional or academic references. 

 

Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP including Financial proposal. 

 

8. FINANCIAL PROPOSAL 

Lump sum contract 

The financial proposal shall specify the cost of professional services of Consultant on Archive Digitalization of Internal Documentation. Payments are made in three tranches: each made upon completion of the respective deliverable. The logistics cost for the conferences/meetings/events should be excluded from the financial proposal of the applicant. 

The financial proposal shall specify the cost of professional services for the assignment – the total amount and distribution in accordance with the above-mentioned proposed schedule of tranches – Table A Cost Breakdown per Deliverables.  

In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount in accordance with the deliverables defined in this TOR (section 4 above). 

Schedule of payments will be as follows: 

Deliverable 1: 10% 

Deliverable 2: 45% 

Deliverable 3: 45%. 

 

A. Cost Breakdown per Deliverables 

 

Deliverables 

[list them as referred to in the TOR] 

Percentage of 

Total Price 

(Weight for 

payment) 

Tentative 

Schedule 

Price 

(Lump Sum, 

All Inclusive) 

1 

Development of the digital records management system that facilitates appropriate classification, management and utilization of files and other materials 

10% 

 

 

2 

Processing 50% of hard copies of internal project documentation (scanning, catalogizing) and archiving via the digital records management system. 

45% 

 

 

3 

Processing 50% of hard copies of internal project documentation (scanning, catalogizing) and archiving via the digital records management system and participation in a debriefing session with project staff. 

45% 

 

 

 

Total 

100% 

 

 

 

9. EVALUATION CRITERIA  

Educational background 

  • Minimum required: Secondary education, in pursuit of higher education in social sciences or any other related field; 

Relevant professional experience 

  • Minimum required:  experience in accomplishing at least 3 tasks in archiving documents using digital technologies (Word, Excel, Internet, work with office equipment); 

Language Skills 

  • Minimum required: Intermediate knowledge of English, Ukrainian/Russian are native. 

EVALUATION METHOD: 

Lowest price and technically compliant offer: 

Contract award shall be made to the incumbent whose offer has been evaluated and determined as both: 

a) responsive/compliant/acceptable (fully meeting the TOR provided), and 

b) offering the lowest price/cost 

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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