Business Support Assistant (Archiving), SSA-4

Business Support Assistant (Archiving), SSA-4

👉 Vacancy Announcement n°: 829095

📢 Job Title: Business Support Assistant (Archiving), SSA-4

📌Type of Contract: Special Service Agreement

⭐ Grade: Level 4

✅ Unit / Division: Management Services Unit

⚡ Duty Station: Dakar

✨ Duration: 03 Months (the duration may be extended depending on needs).

⏰ Closing date: 31 July 2023

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance. Female Candidates are strongly encouraged to apply.

ABOUT WFP

The United Nations World Food Programme (WFP), a highly prestigious, reputable & world’s largest humanitarian organization, operates in more than 120 countries and territories, bringing life-saving assistance in emergencies, building pathways to peace, stability, and prosperity for people recovering from conflict, disasters and the impact of climate change and supporting sustainable and resilient livelihoods for a world with zero hunger. At WFP, people are at the heart of everything we do, and the vision of the future WFP workforce is one of diverse, committed, skilled, and high-performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: UN World Food Programme (WFP), and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter.

PURPOSE:

This position is based in the WFP Regional Bureau for Western Africa in Dakar (RBD), Senegal. The Regional Bureau covers a wide range of countries in Western Africa, and provides strategic guidance, political/technical support and direction for WFP operations and programmes in the region, which is a mix of culture, people, and diversity.

WFP is getting ready to relocate to UN House Senegal in Diamniadio, along with other UN agencies based in Dakar, Senegal, and is taking the opportunity to reorganize its records and carry out physical and electronic archiving.

The incumbent of this position will coordinate and provide high-quality document archiving services to all units of the RBD and Senegal Country Offices in Dakar. The process will need to be guided by the WFP's current data retention policy and taxonomy. The incumbent should take initiatives, work independently, and use common sense to manage possible contingencies and problems.

ACCOUNTABILITIES/RESPONSIBILITIES:

Under the direct supervision of the UN Reform focal point (Management Services - Administration Unit), the incumbent will be responsible for (not all-inclusive, nor exhaustive):

1. Analyze the procedures for archiving and storing physical documents and the infrastructure set up by WFP.
2. Provide a mixed physical and digital document management solution in accordance with WFP's archiving system and manual.
3. Prepare a plan on how the archiving will be conducted.
4. Ensure the smooth running of the project and completion of tasks on time.
5. Effectively manage documents, based on WFP taxonomy, with respect to identification, classification, labeling and physical and digital storage.
6. Liaise with WFP headquarters and the Regional Bureau for better coordination to comply with WFP procedures.
7. Maintain a tracking of the related tasks.
8. Provide weekly communication/reporting on the progress of the archiving project.
9. Identify any issue and inform the supervisor on time while proposing solutions to identified problems.
10. Provide monthly reports on the progress of the project.
11. Develop the Standard Operating Procedures (SOP) for RBD Office records management.
12. Share skills and knowledge with staff on document storage and archiving techniques to ensure ownership post-mission.
13. Provide an end-of-mission report.

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education: Completion of secondary school education and training or certification in archiving and document management.

Experience:

You have:

A minimum of four (4) years of experience in delivering administration services in physical and electronic archiving is mandatory.

Languages:

Fluency (level C in reading, writing and speaking) in French and intermediate level (level B) in English

Deadline for application: 31 August 2023

WFP Value Proposition

• Meaningful and impactful careers - Our day-to-day work makes a difference in the lives of the people we serve.
• Continuous learning and training - We provide learning tools for our staff to continually develop their careers.
• Multicultural and stimulating working environment - We encourage gender and cultural diversity to make our teams stronger.

PLEASE READ THIS BEFORE YOU APPLY

• All employment decisions are made based on organisational needs, job requirements, merit and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.
• No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Join Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.
• Female applicants and qualified applicants from developing countries are especially encouraged to apply. WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
• Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance
• WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
• WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
• All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

QUALIFIED FEMALE CANDIDATES ARE HIGHLY ENCOURAGED TO APPLY

Special recommendation

Before you apply, please confirm that

• You have the experience we are looking for
• You possess the academic requirements
• Your on-line profile and CV are correct, accurate and up to date, (your CV should include your employment history, academic qualifications, and language skills.

Version Francaise

Titre du poste : Business Support Assistant / Archiviste

Type de contrat : SSA (Special Service Agreement)

Durée du contrat : 3 mois (renouvelable)

Lieu d'affectation : Dakar, Bureau Régional pour l'Afrique de l'Ouest

Postuler avant: 31 Aout 2023

OBJECTIF DE LA MISSION

Ce poste est basé dans notre Bureau Régional pour l'Afrique de l'Ouest à Dakar (RBD), au Sénégal. RBD couvre un ensemble diversifié de pays d'Afrique de l'Ouest et fournit une orientation stratégique, un soutien politique/technique et une direction pour les opérations et activités du PAM dans les pays de la région, qui est un mélange de cultures et de personnes.

A l’instar des autres agences des Nations Unies à Dakar, au Sénégal, le PAM se prépare à déménager à la Maison des Nations Unies Sénégal, à Diamniadio, et saisit l'occasion pour réorganiser la gestion de ses documents et procéder à un archivage physique et électronique.

Le titulaire de cette position aura à coordonner et à fournir des services d’archivage et de gestion des documents de haute qualité gardés auprès des différentes unités du bureau. Il devra être guidé par la politique actuelle du PAM en matière de conservation des données, prendre des initiatives, travailler avec autonomie et faire preuve de bon sens pour gérer d’éventuels imprévus.

PRINCIPALES TÂCHES ET RESPONSABILITÉS

Sous la supervision directe du point focal de la Réforme des Nations Unies (Unité Management Services - Administration), le titulaire du poste sera chargé des tâches suivantes (liste non exhaustive) :

1. Analyser les Sous la supervision directe de l'administrateur principal des services de gestion (MS- Administration), le titulaire du poste sera chargé des tâches suivantes (liste non exhaustive) : d'archivage et de stockage des documents physiques et l’infrastructure mise en place par le PAM
2. Proposer une solution mixte de gestion physique et digitale des documents conformément aux système et manuel d’archivage du PAM
3. Préparer le plan de mise en oeuvre du projet
4. Assurer le bon déroulement du projet
5. Exécuter toutes les tâches dans les délais impartis
6. Gérer efficacement les documents, sur la base de la taxonomie du PAM, en ce qui concerne l'identification, la classification, l'étiquetage et le stockage physique et numérique.
7. Assurer la liaison avec le siège du PAM et le bureau régional pour une meilleure coordination afin de respecter les procédures propres au PAM
8. Effectuer le suivi des tâches connexes
9. Produire une communication hebdomadaire sur l'état d'avancement du projet
10. Identifier les goulots d’étranglements, en informer le superviseur à temps tout en proposant des solutions aux problèmes identifiés
11. Produire des rapports mensuels sur le projet
12. Elaborer le document contenant les procédures opérationnelles standards pour la gestion des archives communément appelé Standard Operating Procédures (SOP)
13. Renforcer les compétences et les capacités du personnel en matière de techniques de stockage et d'archivage des documents, afin d'assurer l'appropriation du système d’archivage après la mission.
14. Produire un rapport de fin de mission

QUALIFICATIONS ET EXPÉRIENCE REQUISES

FORMATION

Enseignement secondaire.

Une formation académique et un diplôme en archivage sont requis.

EXPÉRIENCE ET ATOUT

• • Avoir 4 ans d’expérience en archivage physique et électronique
• • Avoir une expérience et une bonne compréhension du fonctionnement administratif des Nations Unies et être sensibilisé sur les questions de développement humanitaire international est un atout
• • Être organisé, capable de travailler sous pression et de façon indépendante
• • Bonne gestion du temps et respect des délais

LANGUE

Maîtrise de la langue française orale et écrite (niveau C) et connaissance intermédiaire de l’anglais.