Physical Records Archive Management National Consultant, Belize, On site, 10 weeks

Contract

This is a Consultancy contract. More about Consultancy contracts.

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, a champion

How can you make a difference?

In 2019 UNICEF Belize established its Enterprise Content Management (ECM) platform for document/records management, using a cloud-based system for ease of access, retention and disposition. For the years prior to 2019, the office has maintained physical records filed in storage boxes on the premises.

In alignment with UNICEF’s Policy and Procedure for Archive and Records Management, the office requires to assess the need for the existing documents and classify for two retention periods: (1) limited and (2) archival on ECM for as long as they are needed; and identify records that have passed the retention period for destruction.

The retention and destruction processes will benefit the country office to ensure the following:

• Increased efficiencies in accessing relevant documents for information purposes.
• Destruction of physical records minimizes the risk of sensitive information being exposed.

Systematic destruction process reduces the cost and storage spaces occupied for files.

Purpose of the Assignment

The purpose of this consultancy is to support the Country Office’s archive management processes for existing files in storage using UNICEF’s Procedure on Retention and Destruction of Physical Records.

Key Deliverables

Under the direct supervision of the Operations Officer, the consultant will be responsible to execute the following deliverables over a 10-week period:

Deliverable/Output

Deadline

Estimated Budget

Organize the physical records in storage for retention and destruction

(Based on document type, year, etc)

End of week 2

25% of contract amount

Scan documents for retention on UNICEF laptop device

End of week 5

25% of contract amount

List the documents for the certificate of destruction

(using standard template for records)

End of week 8

35% of contract amount

Support physical records destruction process

End of week 10

10% of contract amount

UNICEF’s Expectation

1. Provide the consultant with necessary tools to complete this assignment, including laptop, desk scanner and standard templates for document listings.
2. Review UNICEF’s policies and procedures on records management with the consultant
3. Payment made upon satisfaction of deliverables.

Consultant’s Expectation

1. Execute deliverables as specified in the Terms of Reference and in accordance with UNICEF’s General Terms and Conditions for contractual arrangements.
2. Agree and sign on non-disclosure form to ensure confidentiality and data privacy.

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

• Diploma or Associates Degree in Business Administration
• Experience in filing documents and physical records management
• Adept typing, word-processing, and data entry skills with organization of electronic files.
• Knowledge of using MS Office (Word, Excel)
• Developing country work experience and/or familiarity with emergency is considered an asset.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Interested Candidates:

The application submitted through the online portal should contain 3 separate attachments:

1. A Cover letter explaining the motivation for applying and explaining how the qualifications and skillset of the candidate (to be uploaded online).
2. Curriculum Vitae (CV) (to be uploaded online) and completed application form
3. A financial proposal indicating professional fee as per the above deliverables. Please do not forget to specify your name in the file while saving. (To be uploaded under other supporting documents).

Important Note: Please do not indicate financials anywhere else in the online application form, please mark "n/a or 00", under the fee-related questions in the online application form.

Without all the above 3 documents your application will be considered incomplete and invalid and will not be considered further.

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS).

To view our competency framework, please visit here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

UNICEF offers reasonable accommodation for consultants/individual contractors with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment.

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:

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.

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts.