Job Title: DOCUMENTS ASSISTANT (FOR RWANDAN NATIONALS ONLY)
Location : Kigali, RWANDA
Application Deadline : 05-Aug-11
Type of Contract : FTA Local
Post Level : GS-5
Languages Required : English French
Duration of Initial Contract : One year renewable
Background
In November 2006, the UN Secretary-General’s High Level Panel on System-Wide Coherence produced a set of far-reaching recommendations for UN reform aimed at improving the coherence and effectiveness of the UN System at country level. The report highlights that the UN System is not currently equipped to respond to the challenges set by the Millennium Development Goals due mainly to fragmentation, duplication, and lack of focus. In January 2007, Rwanda was selected as one of eight pilot countries where the ‘One UN’ models will be tried out. Around the same time, the UNCT in Rwanda started elaborating its second Common Development Assistance Framework (UNDAF) for 2008-2012, thus providing the necessary programmatic coherence for the implementation of the ‘One Programme’ model in Rwanda. UNDP has been designated (i) the lead UN agency for (a) UNDAF Result One related to Good Governance enhanced and sustained, and (b) UNDAF Result 4 on Environment; (ii) the Administrative Agent of the One UN Fund, and (iii) Chair of the UN Operations Management Team (UNOMT) responsible for leading the harmonization and simplification of policies and procedures among UN agencies.
In late 2009, UNDP embarked on a CO repositioning exercise with a view to aligning the CO capacities with the new Country Programme priorities, and to meeting the expectations placed upon UNDP within the context of the One UN (Delivering as One “DaO”) and the Paris Declaration. The CO’s new Vision Statement is for UNDP Rwanda to provide “quality advisory services, and contributes to the development of national capacities in order to achieve Rwanda’s development goals”. To achieve this, the CO developed the following Mission Statement: “UNDP Rwanda, through the UN Delivering as One process, will contribute to providing effective and efficient support to the Government of Rwanda in achieving the Millennium Development Goals as well as in the areas of Governance and Environment”. Accordingly, a new CO structure has been established and new functions redesigned to focus on the delivery of upstream advisory services and cost-efficient development support services in Rwanda.
Under the overall guidance of the Deputy Country Director (Operations) and the ICT team, and the direct supervision of the Administrative and Logistic Associate, the Documentation Assistant provides information and documentation services to the office ensuring high quality, accuracy and consistency of work. The Documentation Assistant plays a key role in the establishment of the e-Documentation system in the CO and its successful operation. The Documentation Assistant promotes a result and client-oriented, consistent with rules and regulations approach in the team. The Documentation Assistant works in close collaboration with the Operations, Programme and projects teams in the CO staff to exchange information and ensure consistent service delivery, and liaises with other UN agencies staff to exchange information and for delivery of services.
Duties and Responsibilities
Summary of Key Functions:
* Support to implementation of Information, Communication and Technology (ICT) and Knowledge Management (KM) strategies. * Delivery of timely and reliable information and documentation dissemination and storage services and support to Knowledge Management database maintenance and update. * Support the overall cost recovery strategy of the Country Office. * Support to knowledge building and knowledge sharing
1. Supports and contributes to implementation of ICT and KM strategies focusing on achievement of the following results:
* Effective and efficient support to the transition and evolution of Registry to e-documentation and KM systems Implementation of document management, workflow and other IT solutions for information management and processing. * Introduction and adaptation of best practices on filing and communication-tracking system. * Administrative support to Operations in full compliance of UN/UNDP rules, regulations, policies and strategies.
2. Ensures proper management and dissemination of information and documentation services, focusing on achievement of the following result:
* Review of incoming communication and setting priority/importance, applying categorization and codification for easy tracking, information storage and dissemination. * Implementation of classification and electronic filing plans and initiatives, including via intranet. * Maintaining documentation quality and format standards, and applying taxonomy or meta-data to contents. * Effective support to users with KM systems and related issues. * Effective user support and training provided in maintaining the taxonomy and other changes as appropriate. * Accurate document imaging and other document management tasks. * Recommendation on additions and modifications to internal information management systems. * Working with Operations and IT to scope and track change requests for enhancements. * Effective delivery of document and records management administration tasks in compliance with UNDP document management policies, procedures, standards and established frequency. * Efficient facilitation of documents and data retrieval * Effective maintenance of office files and advice to programme and project staff on effective maintenance of project files and historical data. * Periodic updating of the UN Directory.
3. Supports the overall cost recovery strategy of the Country Office at the Registry level:
* Effective cost distribution among UN Agencies of the Diplomatic pouch/DHL and the courier. * Effective distribution of monthly invoice of VSAT and Cellular phone to users.
4. Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
* Conduct of searches and posting of information on office Intranet in support of knowledge building and knowledge sharing. * Contribution and support to training activities for the CO and projects staff on ICT and KM. * Contribution to knowledge networks and communities of practice. * Sound contributions to knowledge networks and communities of practice.
Competencies
Corporate Competencies:
* Demonstrates commitment to UNDP’s mission, vision and values. * Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies:
Knowledge Management and Learning
* Shares knowledge and experience. * Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness
* Ability to perform a variety of standard tasks related to collection and preparation of documentation, provision of information and filing. * Good knowledge of management operations. * Strong IT skills. * Ability to provide input to business processes re-engineering, implementation of new system.
Leadership and Self-Management
* Focuses on result for the client and responds positively to feedback * Consistently approaches work with energy and a positive, constructive attitude * Remains calm, in control and good humored even under pressure
Required Skills and Experience
Education:
* Secondary Education with specialized certification in information technology or library science. * University Degree in IT or Business/Public Administration would be desirable.
Experience:
* Minimum of 5 years of relevant documentation management or IT experience is required at the national or international level. * Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and handling of web-based management systems is required.
Language Requirements:
* Fluency (both oral and written) in French and English is required.
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.
Apply to:
http://jobs.undp.org/cj_view_job.cfm?job_id=24633