United Nations Development Programme (UNDP)

Information Management Specialist (Research and Training Centre)

United Nations Development Programme (UNDP)

Job Description

  Modern Parliament for a Modern Armenia (MAP) project is designed to strengthen the National Assembly of the Republic of Armenia (NA) in its new and fundamentally enhanced role within the governance system in carrying out key functions of law-making, oversight, and representation. With a long-term goal of enhancing the overall effectiveness of the NA as a policy-making institution, the project is designed to support the newly elected NA to take advantage of the modern governance tools and mechanisms that are focusing on improved quality, transparency and inclusiveness of parliamentary operations and enhanced parliamentary capacity for gender-responsive policymaking.

The three components of the project are focused on the areas of Legislative capacity, Legislative transparency, and Legislative responsiveness. To that end, a three-stage strategy will be applied: (i) catalytic stage of needs assessment, strategic agenda-setting, and pilots of the designed approaches, (ii) full-fledged implementation of the strategic agenda, tested approaches and activities, (iii) evaluation of the implementation, policy recommendations, and project closure.

One of the components is development of Research and Training Center. There are different models for parliamentary research centres around the world. Moreover, various members of the Parliament and the Staff have different perspectives on the nature of the assistance expected by the Centre to the National Assembly.

In the 1st stage the Research and Training Center concept was developed with the different proposed models of operation.

In the 2nd stage the NA selects the model for the operational implementation of the Research and Training Center.  Information Management is the collection and management of information from one or more sources and the distribution of that information to one or more audiences and in this case for the new Research and Training Centre of the NA.

Duties and Responsibilities

The information management specialist shall be responsible for liaising and consulting widely to develop effective information and records management practices, coordinate needs and provide recommendations that align with the strategic direction for departmental knowledge and records management. The information management specialist shall also support management and workflows of corporate information and records in a dynamic parliamentary technological environment.

The specialist is responsible for coordinating the evaluation, development, implementation, maintenance and review of departmental information and records management policies, procedures, standards, parliamentary research and in-country and global trends, systems and guidelines in accordance with departmental requirements. The information management specialist is also responsible for coordinating the implementation and maintenance of the departmental business classification plan, corporate thesaurus and the records retention and disposal schedule and provide advice to MPs and senior staff on their application.

The information management specialist will assist in the management of the evaluation, development, implementation, maintenance, review and support of the departmental electronic document and records management system(s).

The information management specialist will work closely with the IT Department, Head of the Research and Training Centre in most direct manner.

The consultant will act under the overall supervision of UNDP MAP Project CTA and Project Coordinator to assist in the development of Information Management strategy for the Research and Training Center of the RA NA.

  • Assist the development of an Information Management Strategy. Define the objectives / goals of information management, and then devise an action plan at each stage of the information management cycle (information requirements / data, Data Collection, processing, Analysis, diffusion) to achieve all the objectives previously established. The strategy shall, among other, comprise the following:
    1. Executive summary
    2. Methodology
    3. Effective information and records management practices developed
    4. Strategic direction for departmental knowledge and records management
    5. Management system developed for workflows of information and records in a dynamic parliamentary technological environment
    6. Developed system for implementation and maintenance of the departmental business classification plan, corporate thesaurus and the records retention and disposal schedule and provide advice to MPs on their application.
    7. Action Plan
  • Develop guidelines for information management in the Research and Training Centre.
  • Support the strategic and operational decisions for processing and analysing data and information and present it in the format most useful for its analysis (eg reports, maps);
  • Together with other relevant staff, Design and implement a structured dissemination plan for all products and information services (eg, research reports, data, maps) through websites and other means, for example, hard copy, CD-ROMs;
  • Help identify the Research Unit’s information requirements to ensure that the information it needs supports its work efficiently and effectively.
  • Assist in the development and improvement of existing report templates;
  • Manage the data collection, Data Entry and use of standardised systems to support the work of the Research Unit.
  • Train staff in the development of databases to support the collection and processing of context specific data
  • Identify and implement the data and information elements required to produce standardized information products and design and manage respective data/information collection plans for baseline and context-specific data.
  • Design and implement a structured dissemination plan for all information products and services as appropriate (e.g. web portal, mailing list, information centres, e-Library etc.) including the definition of standard operating procedures for clearing information products for release.
  • Coordinate needs assessments across all departments and participate in joint needs assessments with other partners/clusters.  Support operational leads in making methodological decisions about how to conduct needs assessments.
  • Provide training for the NA Staff and the Research and Training Centre.
Expected deliverables

  1. Development of the Information Management Strategy-approved
  2. Guidelines on Information Management approved
Payment mode:

Payment will be conducted in the following instalments upon completion of each task and approval of deliverables by the UNDP MAP project, according to the below schedule:
  • Delivery 1: 50%
  • Delivery 2: 50%

Competencies

  • The ability to adapt to changing physical environments, work with differing levels of technology and keep abreast of the latest developments and innovations in the IT field are characteristic of information management specialists.
  • Ability to write clearly and concisely in English for print and online publications
  • Strong analytical, reporting and writing skills, including ability to produce high quality practical advisory reports and knowledge products;
  • Openness to change and ability to receive/integrate feedback;
  • Ability to plan, organize, implement and report on work;
  • Ability to work effectively under pressure and tight deadlines;
  • Proficiency in the use of office IT applications and internet in conducting research;
  • Outstanding communication, project management and organizational skills;
  • Excellent presentation and facilitation skills.
  • Demonstrates integrity and ethical standards;
  • Positive, constructive attitude to work;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Capacity to interact with senior officials and elected Members and credibly influence senior decision makers;
  • Strong analytical and teamwork skills

Required Skills and Experience

Education: 

Experience:

  • At least five years’ experience of applied knowledge management, preferably in a parliamentary context and/or information management within an institution.
  • Knowledge of the UN system and the humanitarian community.
  • Knowledge of protection-related guidelines, standards and indicators.
  • Proven skills to analyse statistical information.
  • Advanced Excel skills (e.g. pivot tables, functions, etc.).
  • Ability to translate planning-specifications into technical briefs for data capture and analysis, and vice versa.
  • Ability to compile and holistically analyse diverse datasets.
  • Experience with handling confidential data.
  • A clear understanding of different data collection methodologies.
  • Excellent written and oral presentation skills.
  • Contribution/input into global reports on parliaments and technology is an asset
  • Published journal articles on parliaments and technology is an asset
  • Excellent research and analytical skills
Languages:  

  • Proficiency in the English language is required.
CANDIDATES WILL BE EVALUATED BASED ON THE FOLLOWING METHODOLOGY:

Candidates will be evaluated using a cumulative analysis method taking into consideration the combination of the applicants' technical qualifications, experience and financial proposal.The contract will be awarded to the Individual Consultant whose offer has been evaluated and determined as technically responsive/compliant/acceptable to the requirements of the ToR and received the highest cumulative (technical and financial) score out of below defined technical and financial criteria.

Only candidates obtaining a minimum of 49 points in the technical evaluation would be considered for financial evaluation.

Technical Criteria - 70% of total evaluation - max. 70 points Financial Criteria - 30% of total evaluation - max. 30 points.

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE APPLICATION.

  • Financial Proposal and Availability form: OFFEROR’S LETTER TO UNDP (A total lump sum  option is applicable for this assignment)
  • CV shall include Education/Qualification, Processional Certification, Employment Records /Experience
Note: Please note you can upload only one document to this application (scan all documents that should be included in the application in one single PDF file and upload it).

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