Consultant – Document Management and Archiving

Position Title: Consultant – Document Management and Archiving

Duty Station: Geneva, Switzerland

Classification: Consultant, Grade Other

Type of Appointment: Consultant, three months

Estimated Start Date: As soon as possible

Closing Date: 05 January 2023

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Context:

Project Context and Scope

Assist the Publication Unit with their document management and archiving needs both for daily working of the Unit and to help lay the foundations in future preparations for the move in 2025.

Organizational Department / Unit to which the Consultant is contributing:

Publications Unit/ DPR

Core Functions / Responsibilities:

Tasks to be performed under this contract

1. Update, organize and harmonize IOM’s virtual and physical inventory.
2. Research possible solutions in document management for the Unit. Undertake a feasibility study to identify how to improve document management and to what extent internal document management could be automated and how. Make recommendations on how to improve PUB Unit’s inventory system.
3. Using the publications process as a reference, research, and report on solutions (IT or other) which are possible and readily available for managing publications.
4. Update publications archives where necessary.
5. Assist in other information management related tasks as necessary.

Performance indicators for evaluation of results

Provide Report including recommendations to improve archiving and document management as per TOR.

Required Qualifications and Experience:

Education

University degree in: Library Management, Library Science, Archiving, Information Systems, Information Management, Computer Science, Knowledge Management or other related fields.

Experience

• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds;
• Knowledge of online libraries is a plus;
• Previous experience working in international organizations in document management a plus; and,
• Experience working with publications a plus.

Skills

• Excellent computer literacy skills;
• Excellent attention to detail;
• Strong knowledge of Information systems, applications, and tools;
• Strong communication skills both oral and written; ability to write clearly and concisely;
• Strong analytical skills, particularly in information management;
• Demonstrated knowledge of document management processes and systems;
• Personal commitment, efficiency, flexibility, and drive for results; and,
• Demonstrated gender awareness and gender sensitivity.

Languages

IOM’s official languages are English, French, and Spanish.

For this consultancy, fluency in English is required (oral and written). Working knowledge of French and/or Spanish is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

The consultant must adhere to the International Organization for Migration (IOM) Data Protection Principles (IN/138) and maintain confidentiality.

The consultant will be responsible to follow IOM writing guidelines and latest glossaries in all given assignments for accurate translation.

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

• The appointment is subject to funding confirmation.
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.
• Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.