Records and Archive Project Manager (CST level 2)

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, color****, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status, physical or mental disability.

JOB TITLE: Records and Archive Project Manager TYPE OF CONTRACT: Consultant Level II UNIT/DIVISION: MSDA DUTY STATION (City, Country): Rome HQ, Italy DURATION: 11 months

BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

WFP will be embarking on a project to assess its records management and archive infrastructure to formulate a workflow which provides a sustainable long-term solution for the protection of its physical records. The project will modernize a service which would allow WFP to keep a catalogue and detailed inventory of retained documents, within a standardized naming convention, and retention calendar for institutional recall, as well as a record of disposed documents. The Programme is therefore seeking an International Consultant for the Record and Archives management of the organization. This position will be located in the Management Services Division, Administration and Travel Branch (MSDA), Headquarters (HQ) Services Unit, where the Incumbent will work under the supervision of both the Chief of MSDA and the Administration Officer. The service will seek to serve as a resource to the organization for administrative, evidentiary, and institutional memory. WFP HQ records are in Brindisi and at WFP HQ, with their storage often subject to consultation by WFP Divisions. While files and records continue to increase, maintenance is also subject to the current retention policy, which will require review and modernization. The position will seek to establish a global solution for the wider organization.

ACCOUNTABILITIES/RESPONSIBILITIES:

The Consultant will support the Branch by proposing proper Record and Archives Management solutions for WFP offices as per the WFP policy. The proposed Consultant will work consultatively with the WFP TEC team, HR, Supply Chain, Legal and Administration in field operations. The Consultant will be liaising with all WFP stakeholders and UN-agencies to update current WFP governance and review document preservation and retention policy, in addition to liaise with WFP client units, with a view at satisfying and managing service expectations. Within delegated authority, the proposed Consultant will be responsible for the following duties: • Lead the WFP Record Keeping and Archive Management Working Group. Evaluate the adequacy of existing governance, records management, and reference tools. • Provide policy support, guidance, and initiate/ review subsidiary documents, such as Standard Operating Procedure (SOPs) on record-keeping as per the policy to capture the past, current, and future records both in print and electronic visual formats. Create a system to establish an inventory of records currently being kept by the organization (HQ and field operations). • Record all unnecessary files, according to the actual retention policy, for consideration of disposal by the client unit. Guided by the WFP Taxonomy, update the current list of active files, and generate archives within organizational categories. • Submit a periodic list of files and documents to the Review Panel with the proper recommendations in line with the WFP retention schedule of records. In particular, the compilation of inventories, retention schedules, file plans (taxonomies) and recommendations for destruction, will be central to the position. •Take proper actions as per the guidance of the Panel and finalize the list of files and documents for the archive as well as permanent retirement and prepare a final report for management approval. •Establish delivery dates and how work will be delivered, with a monthly work-plan to be prepared in advance and shared with MSDA. The drafting of a final draft report on the archiving and disposal of old files will be reviewed in detail by management. •Perform other related duties, as required.

DELIVERABLES AT THE END OF THE CONTRACT:

•Creation of a system to establish an inventory of records currently being kept by the organization (HQ and field operations). •Update of the WFP policy on document retention, storage, and recall. •Establishment of a workable corporate archive service for the organization.

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education:

•First University degree (recognized by https://www.whed.net/home.php) in Business Administration. Advanced University degree (recognized by https://www.whed.net/home.php) in Business Administration or recognized equivalent by an appropriate national or international regulatory authority is desirable.

Experience:

•At least five years of post-university experience in relevant work experience. •Experience in the establishment of an integrated library management system. •Experience as a librarian and/or archivist and in an international environment is an asset. •Demonstrated experience in collaborating with other teams to achieve common goals.

Knowledge & Skills:

•Understanding of WFP related issues and the work of the World Food Programme will be an advantage. •Advanced computer literacy skills: knowledge of library systems and design software, as well as Microsoft Office tools. •Excellent communication, organizational, interpersonal skills •High sense of responsibility and ability to show initiative and maintain accuracy, including while under pressure. •Ability to prioritize and meet tight deadlines.

Languages:

•Fluency (level C) in oral and written English is required. •Intermediate knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) and/or Portuguese (one of WFP’s working languages) is an asset.