CALL FOR EXPRESSIONS OF INTEREST – VACANCY ANNOUNCEMENT: 2001245
Senior Consultant (for Records and Archives)
: 22/Jun/2020, 9:59:00 PM
Organizational Unit: CSD
: Non-staff opportunities
Type of Requisition: Consultant / PSA (Personal Services Agreement)
Grade Level: N/A
Duration: 3.5 months
Post Number: N/A
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
FAO is committed to achieving workforce diversity in terms of gender and nationality
People with disabilities are equally encouraged to apply
All applications will be treated with the strictest confidentiality
The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization
| Organizational Setting
The Corporate Services Department is responsible for ensuring that the administrative and financial policies and practices of FAO are effective and efficient in supporting the Organization’ s strategic framework. Specifically, CS provides services to FAO employees and FAO members in the areas of finance, procurement, travel and other administrative areas. It has recently been entrusted with the function of Records and archives.
Under the general guidance of the Assistant Director-General Corporate Services Department and the direct supervision of the Senior Programme Coordinator of the Corporate Services Department, in consultation with steering committee members from CIO, DDN, LEG, OCC, OSD, PS the consultant shall undertake the following activities:
Tasks and responsibilities
- Carry out an initial review of MS 601 (FAO Administrative Manual) and related procedures and practices in the light of the ISO 15489 standard and the findings and recommendations in AUD1219 (including how R&A management fits within the broader framework of knowledge management in FAO);
- Review externally triggered records management obligations (e.g. the EU requiring supporting documentation for approval of financial reports, the US requiring 3 year retention of records);
- Interview key stakeholders including all Regional Offices and selected other decentralized offices;
- Review UN best practices and interview selected agencies on their approaches and strategies for ensuring modern and fit for purpose records and archives management practices;
- On the basis of (1), (2), (3) and (4) propose an actionable ISO-compliant definition of “record” and a corresponding fit-for-purpose record management cycle;
- Propose reorganization of the corporate records and archives function in FAO, based on the concept of Office of Primary Responsibility (OPR), i.e. a centralized records management system in which Records Management Centers (RMCs) are given responsibility for keeping the Organization’s master set of a particular type of record;
- Provide a definition of roles and responsibilities, in consultation with the OPR, RMCs and other stakeholders;
- Identify, catalogue and make an inventory of all FAO record generation processes including systems (GRMS, PIRES, FPMIS, etc) and tools (FAO Handbook);
- Review and work in full cognizance of other on-going corporate projects with which synergies, linkages and actual data exchange will be necessary. Such projects include the ERP upgrade, PROMYS and the area of Data Protection;
- Provide a draft proposal for a comprehensive Records Management System;
- Propose a suitable periodic review mechanism of the corporate records management infrastructure (policies and tools) bearing in mind the constant evolution of record generation technology in a knowledge management organization.
- Propose strategic plan and operational arrangements for archival services and facilities indicating adequate strategies for digitalization and knowledge management requirements ;
- Advise on optimum archive storage conditions for long-term protection with full intellectual control and access to contents.
- Develop a R&A training programme for OPR, RMC and other staff for due compliance with new policies and procedures.
- Based on the above analyses and proposals for both records and archives functions, prepare a comprehensive update of MS 601.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
- University degree in Library and Information Science, Information Management or archival sciences or related field
- Ten years of proven experience in Records and Archives management in writing records and archives policy or guidance (please provide samples) and in digital records and archives management.
- Working knowledge of English, French or Spanish and limited knowledge of one of the other two or Arabic, Chinese, Russian.
FAO Core Competencies
- Results Focus
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
- Work experience in more than one location or area of work
- Extent and relevance of experience in records and archives management in large organizations
- Extent and relevance of experience in working in the field of Records and Archives management for the United Nations
- Familiarity with ISO 15489
Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency
FAO does not charge any fee at any stage of the recruitment process (application, interview, processing)
Please note that FAO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list
If you are in possession of language certificate/s from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT), please attach the certificate/s when submitting the application.
For more information, visit the FAO employment website
HOW TO APPLY
To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Incomplete applications will not be considered. Only applications received through the recruitment portal will be considered.
We encourage applicants to submit the application well before the deadline
If you need help please contact: Careers@fao.org