Grounded in the vision of equality enshrined in the Charter of the United Nations, UN Women will work for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women's rights at the centre of all its efforts, UN women will lead and coordinate United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States' priorities and efforts, building effective partnerships with civil society and other relevant actors. UN WOMEN is dedicated to advancing women's rights and achieving gender equality. It provides financial and technical assistance to innovative programmes and strategies that foster women's empowerment. UN WOMEN works on the premise that it is the fundamental right of every woman to live a life free from discrimination and violence, and that gender equality is essential to achieving development and to building just societies. UN WOMEN maintains strong ties to both women's organizations and governments, linking them with the UN system to join national and international political action, and to create momentum for change. UN WOMEN focuses its activities on one overarching goal: to support the implementation at the national level of existing international commitments to advance gender equality. In support of this goal, UN WOMEN works in the following thematic areas:
Active in all regions and at different levels, UN WOMEN works with countries to formulate and implement laws and policies to eliminate discrimination and promote gender equality in such areas as land and inheritance rights, decent work for women, and ending violence against women. UN WOMEN also aims to transform institutions to make them more accountable to gender equality and women's rights, to strengthen the capacity and voice of women's rights advocates, and to change harmful and discriminatory practices in society. UN WOMEN has more than 1000 staff members and consultants. Its headquarters is based in New York, USA and it has a presence in around 80 countries world-wide through its 15 Sub-regional Offices, country programmes and liaison offices. Background to the document and records management consultancy With the increased mandate of UN Women, it has become apparent that the current paper file system is growing ever larger. The space available to accommodate the number of paper files is limited. On the technology front, UN Women is currently using different platforms to store the documents that include the Shared/Network drives and Intranet/ Internet Web sites, resulting in the duplication of efforts and increased maintenance. UN Women has recently signed a lease for a new office building at NY and is planning to consolidate all of its HQ offices into one building. Therefore one of the requirements is to cost-effectively and efficiently consolidate the filing of documents and implement a uniform filing system within the various sections/units to eliminate duplication in the new office. It is critical that this exercise commence and complete prior to the move to the new space in August/September 2011 so as to avoid unnecessary transportation of documents from the old space to the new space which is highly inefficient and expensive. This needs to be done with minimal disruption to work and in support of UN document management rules and regulations. Functional space for filing and storing required documents has already been identified in the new space. The Office of Internal Audit (OAI) has also commented that UN Women has no formal document management systems and has highlighted this as an institutional weakness. To address these problems, UN Women would like to develop a strategic roadmap for implementing an organizational wide electronic document and records management solution for the document storage, retrieval and information sharing purposes in order to improve the organizational performance and to ultimately become a paperless office. At the same time, UN Women is working towards a strategic knowledge management framework to respond to challenges regarding content management for different websites/intranets and the facilitation of online collaboration, networking and knowledge exchange. The implementation of SharePoint-based Intranet project is already in progress and it is expected to complete the rollout for HQ offices by end 2011. It is planned to utilize the document management and records management features of SharePoint for the organizational needs.
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Duties and Responsibilities | |
Under the overall administration of Project Manager, International Public Sector Accounting Standards (IPSAS), the consultant will study and analyze the existing document management practices and devise a roadmap for the development of an information management policy and procedures that will support the various document management needs. The consultant will also work closely with the Manager, Information Systems, and the Office Manager, Knowledge Management Team as well as the focal points in various UN Women sections/units to learn the current document management practices and challenges faced by the users. The incumbent will primarily be responsible for the following:
Deliverables: The assignment will be of 3 months duration with the following key deliverables:
(ii) Address how and when documents are created, reviewed, shared, utilized, retained and destroyed. This applies not only to electronic documents such as emails, Word documents, PowerPoint presentations, and Excel spread sheets, but also to hard copy paper documents;
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In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment. | |
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UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. | |
UN WOMEN: DOCUMENT AND RECORDS MANAGEMENT CONSULTANT
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