Digital Workspace Restructuring Consultant (MENARO),Amman – Jordan 60 working days (Remote)
UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
And we never give up.
For every child, [Happiness]
How can you make a difference?
Purpose of Activity/Assignment:
The adoption of the digital workplace as a new way of working, which has been accelerated by the COVID-19 pandemic, the rollout of the Enterprise Content Management (ECM) based on the modern SharePoint platform, and the investment in teleconferencing tools and facilities provide UNICEF with the essential technology to deliver good Knowledge Management (KM) internally. ECM aims to simplify life at work and provide all staff with digital tools to communicate, collaborate, find information and manage documents more easily across the UNICEF family. The Middle East and North Africa Regional Office (MENARO) has developed a Knowledge Management Action Plan. As part of the action plan, MENARO identified the need to optimize the use of the ECM, by adapting its architecture so that ECM facilitates the access to and sharing of knowledge at all levels of the organization, in an intuitive way. This initiative also falls under the Global Knowledge Management strategy priority #7: Enhancing digital workplace tools to support effective Knowledge Management and promoting of their adoption.
Objective: a functioning, sustainable live document repository and knowledge management platform with capacitated motivated staff who understand how to use the technology to its full capability and ensure that it is regularly used and sustained. The goal is to improve office wide productivity, efficiency and communication through better knowledge management. The purpose of this assignment is to create an environment through ECM that is conducive for knowledge management by: i. Redesigning the architecture of ECM in such a way that users can intuitively access relevant knowledge, and that it fosters collaboration across all levels of the organization. ii. Strengthening the capacity of staff to use/share knowledge through ECM and to collaborate effectively using ECM. This comes as part of the MENARO KM Action Plan, which is linked to the Global Knowledge Management Strategy, under priority seven. The consultant will report to the Regional Knowledge Management Specialist for the duration of their contract.
Scope of Work:
1. Restructuring of ECM and support programme section teams to easily access feasible KM structures customized to their needs/ and KM priorities (the restructured ECM is to be based on a needs assessment and approved modifications to the ECM architecture)
2. Improve capacities of MENARO staff to use relevant and necessary digital tools that contribute towards stronger KM organizational culture and practices
3. Implement security accessing practice on the ECM site by adding the suitable permissions level for the site, library, and content.
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1- Mapping of existing ECM structures
An assessment report that will help management to approve/support the next steps, the assessment should include information on (but not limited to):
Listing of sections that are advanced and the ones less advanced in terms of ECM structures, use, needs and challenges.
A proposed ECM architecture (communication/collaboration) design to be approved by senior management with two focus areas, connect and collaborate.
Sustainability strategy to ensure continuity and efficiency of the digital workplace use post-consultancy including governance structure and roles and responsibilities of stakeholders such as, but not limited to, developing a Standard operating Procedure (SoP) to state roles/ownership/access levels. The assessment can be completed remotely and estimated to be completed within 20 days.
2- Super-users have gained capacity to intuitively structure communication/collaboration sites and normal users have gained the capacity to interact with and make the maximum use of communication and collaboration sites for day-to-day work.
Regular users gained knowledge of comfortably and confidently using the ECM platform as part of their day-today office work. ICT technical team knows how to administer and support super users and users on using, changing, updating, setting up special purpose sites/pages on ECM.
This can be delivered through in-person training for both super and normal users estimated to be completed within 20 days.
• Two rounds of trainings for sections
• Two rounds of training for super-users
• Three to four sessions for ICT and relevant technical team on advanced ECM knowledge. Travel to UNICEF MENARO, Amman, Jordan.
3- SharePoint structures for Regional Office sections are redesigned and collaboration/communication sites established
This can be done through remote support of super-users of all individual sections of MENARO, to ensure SharePoint structures are in place for all programme sections, estimated to be completed within 20 working days.
4- Staff are able to better use and engage in community of practices through Viva Engage and other tools
This can be done through training sessions, open clinics for all MENARO staff, estimated to be completed within 5 days
5- Draft a SOP for ECM management and use
Draft a SOP with governance, roles (users, super-users, section and ICT focal points), how to’s on use of ECM within 7 days
6- Mission report and handover
Handover package/mission report including documentation of the process, lists of training sessions provided and FAQs, lists of staff trained and training materials used. This can be completed remotely within 3 days.
Travel:
Travel to Amman, Jordan is expected for the duration of 10 days
To qualify as a Champion for every child you will have:
- Masters or advanced degree in Communications, Business Management, Management Information Systems, Information Communication Technology, Statics, Development Studies, Economics, Social Sciences and/or related fields with 5 years of relevant experience. A bachelor's degree holder may be considered with 2 additional years of relevant experience.
- Minimum of five years’ of relevant experience working with unstructured or structured information or directly as a knowledge management professional.
- Familiarity with ECM and other UNICEF platforms.
- Similar work experience in another UNICEF office – country or regional.
- A good understanding of and ability to work with document libraries, lists, metadata, taxonomy, and search, site settings
- Relevant experience with applying user-centered design approaches
- Excellent written and verbal communication in English; knowledge of Arabic will be an advantage.
For every Child, you demonstrate…
UNICEF's values of Care, Respect, Integrity, Trust, Accountability, and Sustainability (CRITAS).
To view our competency framework, please visit here.
UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.
UNICEF offers reasonable accommodation for consultants/individual contractors with disabilities. This may include, for example, accessible software, travel assistance for missions or personal attendants. We encourage you to disclose your disability during your application in case you need reasonable accommodation during the selection process and afterwards in your assignment.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.
Remarks:
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
Please indicate your ability, availability and financial proposal (in US$) to undertake the terms of reference above.
Applications submitted without a financial proposal will not be considered.
Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.
The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. Selected candidates are subject to confirmation of fully-vaccinated status against SARS-CoV-2 (Covid-19) with a World Health Organization (WHO)-endorsed vaccine, which must be met prior to taking up the assignment. It does not apply to consultants who will work remotely and are not expected to work on or visit UNICEF premises, programme delivery locations or directly interact with communities UNICEF works with, nor to travel to perform functions for UNICEF for the duration of their consultancy contracts.
