Position: Consultant – Filing Clerk
Location : Dar es Salaam, TANZANIA
Application Deadline : 28-May-19 (Midnight New York, USA)
Type of Contract : Individual Contract
Post Level : National Consultant
Languages Required : English
Starting Date : (date when the selected candidate is expected to start) 03-Jun-2019
Duration of Initial Contract : Three months
Expected Duration of Assignment : Three months
The UN Entity for Gender Equality and the Empowerment of Women (UN Women) was established by General Assembly Resolution 64/289 and became operational on 01 January 2011. It brings together four entities of the United Nations in a coherent manner. The fundamental objective of UN Women is to enhance national capacity and ownership to enable national partners to formulate gender responsive laws and policies and to scale up successful strategies to deliver on national commitments to gender equality.
The Tanzania Country Office was established in 2010 and received delegated authority in 2012. Its programme portfolio and staff have grown substantially in recent years. In addition, the physical location of the Country Office relocated to a new and larger premises in August 2018 that has new hard and soft filing and storage facilities. The Tanzania Country Office aims to build a harmonized and user-friendly system of accessing and storing data and information in view of building office institutional memory. The office also anticipates an audit in the second half on 2019.
As part of this process the Country Office will pay attention to the improvement of the paper and shared drive filing systems in an effort to reduce risks and ensure due diligence, in line with UN Women procedures and requirement. As such, the process will involve a review of existing documentation and practices to assist in establishing a harmonised system as well as physically sorting out the gaps in documentation, filing, recording of assets, and records keeping in both electronic and physical systems in the office.
The support is particularly relevant in light of the changes in staffing during the last few years (Representative, Deputy Representative, Programme Staff, Monitoring and Evaluation staff). The need to build and maintaining a coherent system of storage of information is essential. This will also facilitate migration of information online.
The Consultant will work under the direct supervision of the Deputy Country Representative and the Planning, Monitoring, Evaluation and Reporting Specialist and in close collaboration with Programme Associates and ICT Associate.
Duties and Responsibilities
- Re-organize hard-copy (paper) file records in accordance with existing internal practices and UN procedures;
- Re-organize soft-copy (shared drive) filing system that aligns with internal practices and UN procedures;
- Work closely with relevant units’ focal points in Programmes Units to re-organize and update existing filing systems and records, both (hard and soft);
- With support of key programme assistants prepare accession list – highlighting location in shelves and cabinets;
- With support of ICT Associate, support creation of new shared drive folders and help ensure accurate transfer all files from old folders to new folders;
- Work with programme staff to locate or create programme files for non-existing or missing documentation;
- Spine Labeling of hard-copy files;
- Support and work with programme staff to enact contract numbering system for programme contracts (LOAs, PCAs, etc.);
- Creation of a user-friendly filing manual, describing filing system for hard copies and for soft copies, for all programme-related documents.
Deliverables and timeline:
List of programme files missing or incomplete (done with assistance of all programme staff) – 15 June 2019;
Contract numbering system for programme files (done with assistance of DCR and programme staff) – 18 June 2019;
Support provided to creation of new shared drive folders and transfer of files from old folders to new folders (done with assistance of ICT and programme staff) – 31 July 2019;
Spine labeling of hard-copy files with accession list highlighting location in shelves and cabinets (done with support of key operations staff and programme assistants) – 5 August 2019;
All hard and soft records for programme properly filed/saved (done with assistance of all programme staff) – 20 August 2019;
A user-friendly filing manual, describing filing system for hard copies and for soft copies, for programme-related documents – 31 August 2019.
- Consultancy fees per month will be in accordance with UN regulations and will take into consideration levels of experience and academic qualifications.
Time frame for the Consultancy:
- The duration for this consultancy is three (3) months.
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
- Committed to perform work of confidential nature;
- Ability to handle a large volume of work;
- Outstanding organizational skills;
- Strong IT and web based management skills;
- Ability to manage time effectively;
- Ability to extract and interpret data.
Required Skills and Experience
- A Bachelor’s degree in Information Science or Records Management, Library & Documentation, Office Management and Secretarial Studies.
- At least two previous years of relevant work experience with similar assignments (where a reference will be sought).
- Ability to work with Microsoft Word, Excel and emails.
- Decent ICT skills and familiarity with shared drive filing systems.
- Strong verbal and written communication skills.
- Excellent interpersonal skills.
- Ability to meet deadlines and results-oriented work ethic.
- Written and oral proficiency in English is required.
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.