Documentation Specialist

With the increasing activity within the UN WOMEN country office, the documentation and filing function is inevitably becoming more complex. The requirement for a more effective and efficient coordination and management function call for structured and systematic file management systems, The country office currently has a fairly organized paper-based filing structure. However, it lacks a structured and systematic way of handling official electronic documents, and a comprehensive approach for filing paper-based documents. In particular, the office neither has a policy nor guidelines on managing both electronic and paper-based documents, nor a centralized electronic file management system. Consequently, some paper-based folders are missing important official documents, Related, staff store official electronic documents on their individual workstations (some of which are personal) following filing systems they define individually. Additionally, the office library of paper documents needs to be better organized.

UN WOMEN would therefore like to develop an internal filing system to efficiently and effectively manage the storage, retrieval, and sharing of all official programme and operations documents for easy access of information and documentation purposes. This system shall include a structured: - Electronic filing system on a shared network drive; Paper-based filing system; and the establishment of coherence between the two systems where this will apply. While the office shall inevitably maintain both systems, the ideal is to minimize as much as is possible the paper-based filing.

Objectives:

Under the direct supervision of the Monitoring, Evaluation and Reporting Specialist, the Documentation Specialist will develop a comprehensive and structured filing system of all programme and operations documents in the UNWOMEN country office.

Description of Duties:

I. Develop a document/records management policy/procedures to guide staff in the handling and management of official and personal electronic and paper-based documents and files

II. Review the filing structure and requirements of the office, identify needs and gaps, and propose a filing plan for both electronic and paper-based documents, including a standard filing method for each.

III. Propose naming conventions for both the electronic and the paper-based file systems

IV. Make recommendations and demonstrations of potential electronic file systems to be adopted by the office.

V. Collect and file hard copies of all existing relevant documents for each file.

VI. Make electronic copies (where not available) of all existing relevant documents as shall be defined.

VII. Develop a catalogue of materials in the library and organise the documentation in the library according to the relevant codes

VIII. Define requirement specifications and oversee the procurement, installation, configuration/setup and testing of the electronic file system. The requirement specifications should cater for access by the remote offices in Gulu and Karamoja.

IX. In collaboration with the IT Officer upload all existing files into the web based shared drive.

X. Train staff on use of both filing systems (paper-based and electronic)

XI. Propose approaches on security of and access to sensitive information.

XII. Propose procedures/processes for ongoing maintenance of both filing systems and management of the library documents

XIII. Document both systems

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