Country Office Archivist

Contract

This is a National Consultant contract. More about National Consultant contracts.

Background

The objective of the assignment is to assist UN Women Country Office, Kyrgyzstan to implement activities with regards to corporate compliance with management including classification, archival and documents retention rules and regulations.

Considering an increased volume of transactional work resulted in higher documentation turnover; the expansion of the digital documents workflow turnover, that often occurs in parallel with paper workflows; different audit and verification exercises that require additional support in proper document management; and the need to digitize and organize the proper filing of documentation, the agencies agreed hereto, identified the need to attract a professional technical expertise support the document retention and digitization activities.

UN Women Country Office staff often facing challenges and difficulties to address and manage all aspects of archiving cycle, including duly and timely filing and archiving of the great volumes of documentations (electronically and/or in hardcopy version).

To ensure sound document management in line with existing rules and regulation, UN Women Kyrgyzstan Country Office, wishes to engage Archivist to support the document management, including classification, filing, and archiving both electronically and in hardcopy versions.

Duties and Responsibilities

Scope of Work

• Classification and archiving of document/data in view of relevant UN Women rules and procedures.
• Maintain the historical relevance and chronological order of materials.
• Optimize storage and remove redundant content.
• Classification, filing and digitization of donor agreements (UN Women).
• Prepare documents for retention and destruction following the UN Women procedures and guidance and implement the periodic destruction.
• Create Electronic Archive library with list for years.
• Prepare simple instructional guides for future use.
• To arrange and prepare the old Programme publications for distribution to libraries and other organization.
• To prepare the old Programme documentation for utilization, if needed.
• Coping, scanning documents as/if needed.
• Other duties as might be requested.

Institutional Arrangement

Archivist will work under overall guidance of the UN Women Operations Manager and direct supervision of Finance Associate for filing of finance documents, Administrative Assistants for filing of administrative documents.

Competencies

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area

Name

Definition

Business Management

Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients' immediate requests.
• Ability to anticipate client's upcoming needs and concerns.

Business Management

Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
• Ability to manage communications internally and externally, through media, social media, and other appropriate channels

Administration & Operations

Registry & correspondence management

• Ability to collect, register, maintain, and deliver mail and UNDP pouch; ability to manage archives

Administration & Operations

Documents and records management

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Required Skills and Experience

Min. Education requirements

Bachelor’s degree in library/ Archival Sciences, Social Sciences or Technical Sciences.

Min. years of relevant work experience

One year of professional experience in archiving, documents, records management or other related areas at the national and/ or international level.

Desired skills in addition to the competencies covered in the Competencies section

• Work experience in e-filing/ e-archiving of data, documents, correspondence, and reports information is desired.
• Excellent knowledge of MS Office applications (Outlook, Word, Excel, Acrobat, etc.)
• Work experience in the international organization is desired.

Required Language(s)

• Proficiency in Russian is required.
• Working knowledge of English is an asset.

**. The following documents shall be required from the applicants:**

1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns, or other materials.

Application procedure

Application should be sent by 23:59 on 25 August 2023 and include the following documentation package:

• P-11 form including experience in similar assignments. This form can be downloaded at https://www.unwomen.org/en/about-us/employment/application-process (UN Women Personal History Form (P11).
• A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
• Financial proposal, indicating a total lump sum to include all costs relating to the delivery of activities as per above description.

Financial proposal format:

#

Item

Monthly Fee, KGS

# of Month

Total cost in KGS

1

Monthly fee

3

Please note that the financial proposal is all-inclusive and shall consider various expenses incurred by the consultant during the contract period (per diem, air ticket and other). The financial proposal should be provided in KGS. If the proposal is provided in any other currency, it would be converted as pe the UN exchange rate of the date of post closure.

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women 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.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel 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.)