Associate Information Management Officer, UNOPS LICA-9

Private Partnerships and Philanthropy Section (PPH),

Private Sector Partnerships Services (PSP),

Division of External Relations (DER),

UNHCR Copenhagen

UNHCR, the UN Refugee Agency, is offering an Associate Information Management Officer (Technology & Knowledge Management) role with the Private Partnerships and Philanthropy Section of the Private Sector Partnerships Service under the Division of External Relations atUNHCR Copenhagen.

Established in December 1950, UNHCR is a global organization dedicated to saving lives, protecting rights and building a better future for asylum seekers, refugees, returnees, internally displaced communities and stateless people. Every year, millions of men, women and children are forced to flee their homes to escape conflict and persecution. UNHCR currently operates in over 130 countries, using its long expertise to protect and care for millions. UNHCR is almost entirely funded by voluntary contributions from governments and private donors.

Title: Associate Information Management Officer

Vacancy No: CPH/VN/2023/022

Duty Station: Copenhagen, Denmark

Contract Type: UNOPS LICA-9 (Local Individual Contractor Agreement)

Duration: 1 September 2023– 31 December 2023 (with a possibility of extension)

Closing date: 18 July 2023 Midnight CEST

Organizational Context

Based at UN City in Copenhagen, UNHCR’s Private Sector Partnership Service (PSP) sits within the Division of External Relations and supports the Agency’s global collaboration with the private sector through its network of PSP offices and national fundraising associations in operations in the Americas, Europe, Asia, the Middle East and Gulf region and Africa.

In order to achieve the ambitious PSP objectives of mobilizing necessary resources for UNHCR, PSP’s Private Partnerships and Philanthropy (PPH) Section develops and strengthens long-term partnerships with companies, foundations and private philanthropists. This includes leveraging the capacities of fundraisers to support UNHCR and refugees through funding but also through other forms of support, such as advocacy, visibility, expertise, innovation and public engagement.

As part of the PPH Section, the Partnership Support Unit provides global support with providing key information and clearance for proposals, reports and a wide range of fundraising support services to our fundraisers across its 38 markets. Knowledge of both information management and UN or NGO operating environments are essential for this position. As well as assisting the team with the orderly management of fundraising materials, the incumbent will be responsible for the design and maintenance of a community platform which hosts necessary resources for fundraisers working with corporations, foundations and philanthropists.

The incumbent will also act as the PSU focal point for new communities created on SharePoint to share fundraising support services. The platform will be used for sharing best practice examples, key updates and large documents relating to fundraising in a user-friendly way with full accessibility for both UNHCR and national partners.

The incumbent will also act as focal point for the software behind requests to the unit, currently through the Salesforce. This also involves stringent data analysis and being able to extract large volumes of data to analyze trends in the requests received. Coordinating user testing, tweaks to the system and cataloging the needs and requirements for this interface is a key component of the role. Once the rollout is finalized, the incumbent will also be responsible for the training of PSP staff to use the online form.

Purpose and Scope of Assignment:

• Support PSU and the wider PPH with the collation of fundraising documents, data and information management
• Further develop design of resources for online communities
• Providing reports on user analytics, including reviewing contributions and assessing which communities are growing
• Providing a focal point for all front-line support requests from UNHCR and National Partner staff
• Advice and support to new community set-ups
• Collaborate with the development team to organize webinars, training sessions, and live events for internal and external stakeholders for PSU requests through Salesforce and related apps
• Continuing communication with development team – regularly reviewing and improving the functionality and layout of the platform and monitoring of the completion of agreed work
• Overall platform support and outreach to the PSP Network as part of the PPH section as needed
• Act as a thought leader and change agent in transforming the organization’s information culture to ensure that knowledge management complements and enhances existing activities.
• Provide technical leadership in the development and implementation of a knowledge management strategy aligned with organizational goals and objectives.
• Facilitate the development of an organizational learning plan that addresses identified gaps in information flows.
• Technical Support and other support needs: generating new users, password resets, elementary Website coding
• Support the implementation of a robust data governance framework to ensure data quality, integrity, privacy, and security for PSU requests through Salesforce and related apps
• Direct and oversee the design, development, and management of knowledge sharing platforms (including SharePoint 365 and Salesforce CRM) to ensure they provide optimal support for data-driven decision making.
• Develop data analytics and visualization tools, including Microsoft Power BI dashboards, to enable effective performance monitoring, decision making, and reporting within Salesforces and related apps for data on the platform
• Regularly update and improve the platform functionality based on user feedback, usage data, and technological advancements.
• Managing the team PSU email account to help support direct enquiries for the most relevant team member support to response times to requests for proposals, reports and other support
• Lead the development and implementation of online data sharing resources to provide fundraisers with timely and relevant information and insights on the Sharepoint platform
• Implement a robust customer service support strategy for all front-line requests from online communities, to ensure timely response and resolution.
• Oversee the organization and coordination of team meetings, including agenda setting, documentation, and follow-up actions.
• Direct the creation of compelling material for the global newsletter to improve knowledge sharing within the organization.
• Conduct regular monitoring and analysis of global year-end figures to inform strategic planning and decision making.
• Support the development of proposals, reports, and concept notes for fundraising, in line with the organization’s strategic priorities and performance indicators.
• Perform other duties as assigned to support the organization’s knowledge and technology management needs.
• Perform other related duties as required.

Monitoring and Progress Controls

• Maintenance and uploading of resources on fundraising resources platform for SharePoint
• Monitoring and updating of new materials on SharePoint platform
• Keeping up to date on new software developments, such as Salesforce and internal interfaces with UNHCR finance system and requests routed to and from the unit.
• Regular reporting on platform analytics
• Assessment of PSP community network needs for documentation and materials
• Progress against development projects to improve functionality
• Roster of fundraising documents added, new users recruited, service use statistics
• Training and orientation guides for users and administrators produced

Essential Minimum Qualifications and Professional Experience

a. Education

• Social Science, Statistics, Information Management, Business Administration, Economics, Data Science, Law, Geographical Info Systems, Engineering, History, Computer Science; International Development or other relevant field.

b. Work Experience

Required:

• Minimum 3 years with a bachelor degree and 2 years for masters degree holders of work experience in a relevant field, and fundraising.
• Experience with data sharing, data management and data analysis
• Working with document management or on sharing platforms
• Familiarity with data management social media and remote communication techniques
• Knowledge and experience in SharePoint, excel and Salesforce

Desirable:

• 3 years of work experience with an international organization or UN agency
• Sound knowledge of UNHCR programme and financial systems
• Programme or project management
• Knowledge of web design
• Working in a diverse team in an international environment in a professional capacity
• Familiarity with fundraising channels and information needs for fundraisers
• Experience of performing remote training sessions

Key Competencies

Core Competencies

• Accountability
• Communication
• Organizational Awareness
• Teamwork & Collaboration
• Commitment to Continuous Learning
• Client & Result Orientation

Cross-Functional Competencies

• Analytical Thinking
• Innovation and Creativity
• Technological Awareness

Language

• Fluency in English required. Knowledge of another UN language desirable.

Location and Conditions

Kindly note that this is a local recruitment. For non-EU citizens, HR requests the confirmation of the residence and/or work permit for Denmark at the stage of the short-listing of candidates for further assessment. All candidates are expected to be physically present for the interview/written test. The successful candidate will be based in Copenhagen, Denmark. This position until the end of the year with possibility of extension. The position is a full-time role with 40 working hours per week. No late applications will be accepted.

Recruitment as a UNHCR staff member and engagement under a UNHCR affiliate scheme or as an intern is subject to proof of vaccination against Covid-19.