Job Description
The Position
UNFPA is seeking an International Consultant for the Record and Archives Management for the UNFPA Afghanistan office.
On 15 August 2021, the Taliban took over control of Afghanistan, exacerbating what was already one of the worst humanitarian situations in the world, with approximately half the population in need of urgent humanitarian assistance. As a part of a prompt and effective response to unfolding events in Afghanistan, the CO is adjusting its structure with additional capacity to strengthen its humanitarian response. Many staff left UNFPA Afghanistan after 15 August 2021 and a good number of new staff are already on board. This transition may hamper the smooth knowledge transfer and all the administrative records and documents need to be maintained as per the UNFPA policy.
The old files and records are not maintained in the past few years and no action was taken regarding this matter. All the offices in the CO are full of old files and documents. As the office is expanding, the volume of documents and files have increased tremendously. So it is imperative that action is taken to review all the records and take decisions for the unnecessary files and documents.
The proposed consultant will support the office to have a proper Record and Archives Management system for UNFPA Afghanistan office as per the UNFPA policy. The consultant will work closely with the UNFPA IT team, HR, IOM (Operations Manager), Representative office and other units of the office.
Scope of work
Within delegated authority, the International Consultant will be responsible for the following duties:
Review UNFPA Record keeping and Archive Management Policy and assist the CO by preparing a list of files and documents for the archive.
Support the office with a guideline and SOP in record-keeping as per the policy to capture the past, current, and future records both in print and electronic visual formats;
Update the list of active files and create archives by units, such as Management, Humanitarian, GBV, RH, AY and Operations.
Submit the list of files and documents to the CO Review Panel with the proper recommendations in line with the UNFPA retention schedule of records.
Take proper actions as per the guidance of the Panel and finalize the list of files and documents for the archive as well as permanent retirement and prepare a final report for the approval of the Representative.
Evaluates the adequacy of existing records management and reference tools.
Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization;
Performs other related duties, as required.
Delivery dates and how work will be delivered
To screen all closed files maintained in the Country Office. Identify and categorize the files as per UNFPA guidelines.
Record of all unnecessary files should be prepared and packed separately.
Records must be maintained in electronic, hard copy etc. listed in an orderly manner, so they may be easily retrieved.
All boxes are to be clearly numbered in consecutive order. List must be filled out as per the records packed in the boxes- i.e., the first file on the list should be the first file in the front of the box.
A copy of the completed lists should be submitted to the Country Office. After receipt of all completed records the records will be reviewed by the Country Office and boxes checked to make sure that they are correctly listed and packed.
Update the records in soft copies for future reference.
Destroy non-permanent records which have crossed the retention period after approval of the Country Office.
The weekly work plan must be prepared in advance and shared with the concerned team. A weekly progress report must be submitted to IOM.
Monitoring and progress control, including reporting requirements, periodicity format and deadline
The final draft report on the archiving and disposal of old files will be reviewed in detail by a team of Country Office Senior Management and provide necessary recommendations before it is approved by the Representative.
Supervisory arrangements
The consultant will work under supervision of International Operations Manager (IOM).
Expected travel: The consultant is expected to travel to Kabul, Afghanistan.
Required expertise, qualifications and competencies, including language requirements:
Advanced university degree (master's degree or doctorate) in archival, information science, information systems, social science or related field. A first-level university degree in combination with two additional years of experience may be accepted in lieu of the advanced university degree.
A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required.
Demonstrated experience in developing and implementing a Records Management strategy including guidelines, procedures and manuals in an international organization is desirable.
UN experience is an asset
Fluency in English is required.
Inputs / services to be provided by UNFPA or implementing partner (e.g support services, office space, equipment), if applicable:
The consultant will be provided with office space and required logistics support.
Other relevant information or special conditions, if any:
Working arrangement will be 40 hours/week. The consultant to be paid monthly/in lump sum.
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