Online Volunteer

Job Posting Organization:
The Global Disability Fund (GDF) was established in 2012 as a global multi-partner fund aimed at accelerating the implementation of the Convention on the Rights of Persons with Disabilities (CRPD) at the national level. GDF's mission is to connect various stakeholders including UN agencies, donors, partners, organizations of persons with disabilities (OPDs), civil society, service providers, and governments to achieve sustainable and systemic disability inclusion. The organization focuses on funding and coordinating collective actions that deliver country-led programs fostering inclusive and resilient communities. GDF operates in both stable and emergency contexts, emphasizing the importance of quality, accessible, affordable, and accountable services, support systems, and structures that build capacity and generate evidence to support disability inclusion globally. Their work also includes building climate change resilience and ensuring inclusive humanitarian response and recovery across multiple countries.

Job Overview:
The Global Disability Fund (GDF) is seeking an Online Volunteer to assist in the design and implementation of a structured, efficient, and user-friendly digital filing system using SharePoint. This role is crucial in transforming the current fragmented filing environment into a well-organized, standardized, and auditable system that is supported by clear guidelines and practical tools for staff. The Online Volunteer will be responsible for establishing a coherent and fully operational SharePoint-based document management environment that enhances the usability and functionality of the filing system. The assignment will involve reviewing the existing filing environment and progressively building a consistent and functional SharePoint structure that ensures documents are logically organized, properly classified, and easily retrievable. The volunteer will also focus on defining and applying standardized taxonomy, naming conventions, and metadata requirements, while ensuring that existing files are cleaned, structured, and aligned with the new system. Additionally, the volunteer will develop procurement tracking and budget monitoring tools that are integrated into the SharePoint system, ensuring that it supports day-to-day operations effectively.

Duties and Responsibilities:
The Online Volunteer will undertake several key responsibilities, including:

• Reviewing the current filing environment to identify gaps and areas for improvement.
• Designing a coherent and structured SharePoint-based document management system that is user-friendly and audit-compliant.
• Developing a standardized folder structure that aligns with GDF functions.
• Applying taxonomy, naming conventions, and metadata requirements to ensure consistency and searchability of documents.
• Cleaning and organizing the existing document repository, ensuring that files are structured and aligned with the new system.
• Embedding practical tracking components that support procurement monitoring and consolidated budget oversight within the SharePoint system.
• Creating user-oriented guidance materials, including guidelines and standard operating procedures (SOPs), to facilitate consistent use and maintenance of the system.
• Providing basic training and knowledge transfer to GDF personnel to ensure the successful adoption of the new system.
• Ensuring that the system remains sustainable beyond the duration of the assignment by embedding clear maintenance guidelines.

Required Qualifications:
The ideal candidate for the Online Volunteer position should possess the following qualifications:

• Strong understanding of document management systems, particularly SharePoint.
• Experience in designing and implementing digital filing systems or similar organizational tools.
• Familiarity with taxonomy, naming conventions, and metadata requirements for document organization.
• Excellent organizational skills and attention to detail.
• Ability to work independently and collaboratively in a remote environment.
• Strong communication skills to develop user-oriented guidance materials and provide training.
• Proficiency in using Microsoft Office Suite and other relevant software tools.

Educational Background:
Candidates should ideally have a background in information management, library science, computer science, or a related field. A degree or relevant certification in these areas would be advantageous, although practical experience may also be considered.

Experience:
The position requires candidates to have prior experience in document management, particularly with SharePoint or similar platforms. Experience in developing organizational systems and tools, as well as familiarity with procurement tracking and budget monitoring processes, will be beneficial. The role is suitable for individuals who have demonstrated the ability to work independently and manage projects effectively in a remote setting.

Languages:
While there are no specific language requirements mentioned, proficiency in English is essential for effective communication and documentation. Additional language skills may be considered an asset, particularly in languages relevant to GDF's operational regions.

Additional Notes:
This is a remote volunteer position, and the duration of the assignment is not specified. The role is expected to be part-time, allowing flexibility for the volunteer. The position is open to candidates from various backgrounds, and GDF encourages applications from individuals with disabilities to promote inclusivity. Compensation details are not provided, as this is a volunteer role.