Archiving Assistant (04 Positions- Sinhala medium) - Sri Lankan Nationals only

Location : Colombo, SRI LANKA
Application Deadline :14-Aug-19 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
Duration of Initial Contract :8 months
Expected Duration of Assignment :8 months


The Senior Human Rights Advisor Unit is a component of the Office of the UN Resident Coordinator and is responsible for providing advice, technical expertise, situational assessments and analysing human rights issues to the UN Resident Coordinator and the UN Country Team (UNCT) in Sri Lanka as well as OHCHR, the UN Human Rights Mechanisms (Charter and treaty based), and when requested and appropriate, other UN Agency headquarters or UN Secretariat Departments;  building the capacity (training and other) of the UNCT to integrate a human rights based approach into on-going and envisaged humanitarian, recovery and development work of the UN: supporting the UNCT in convening relevant working groups on human rights and protection issues, supporting and/or undertaking relevant projects as is appropriate and possible on human rights issues. The other key function and current priority of the Senior Human Rights Advisor in Sri Lanka is support the Government of Sri Lanka in designing a comprehensive transitional justice strategy to address the legacy of past based on four pillars including accountability, truth seeking, reparation and institutional reform, based on its commitment made during 30th session of the Human Rights Council in September 2015 (resolution 30/1 on promoting reconciliation, accountability and human rights in Sri Lanka).

In this regard the Government of Sri Lanka introduced a bill to establish the Office on Missing Persons (OMP) on 22 May 2016 and Parliament adopted the Office on Missing Persons (Establishment, Administration and Discharge of Functions) Act No. 14 of 2016 on 23 August 2016. The Office on Missing Persons is an independent and permanent body dedicated to the search for and tracing of missing persons and the clarification of the circumstances in which they went missing. A central function of the OMP is to centralise data including from existing records held by other institutions.

This project seeks to ensure the physical preservation of historical records relating to disappearances and the missing; digitise and archive these records comprehensively; create a basic taxonomy and index records; develop an archive database of scanned materials for the OMP to enter metadata of historical records and save scanned materials; and develop the framework for a permanent database.



The main objective of the assignment is to provide overall assitance to the archiving initiative, with direct guidance and supervision from the Principal  Project Coordinator and the Research and Archiving Officer.


In parallel, the incumbent will receive guidance from the Commisssioner of the OMP and the Senior Human Rights Advisor, OHCHR.


The incumbent will undertake the following functions:

-           Scan, verify and upload all physical records available in Sinhala.

-           Ensure all digitized records are tagged and saved following agreed classifications.

-           Follow archiving processes for physical preservation of records.

-           Any other task assigned by the Research and Archiving Officer.



Duties and Responsibilities

Expected Output/Deliverables

•           Assist with completion of the digitisation and indexing of all records available in Sinhala;

•           Contribute to the preservation of physical records and protection of their integrity including through their digitisation;

•           Assist with completion of a comprehensive database of all records;

•           Confidential and sensitive information to be protected.



The prospective consultant should have following competencies demonstrated during the assignment




a. Technical competency

Sound knowledge in digitisation of hard copy documents, document management and running a database on human rights, rule of law and transitional justice mechanisms. 


b. Partnerships

Ability to develop good relationship with the stakeholders involved


c. Results

Ability to deliver and meet stipulated deadlines and follow protocols.



Required Skills and Experience


  • Bachelor’s degree or equivalent in history, law, economics, social sciences, development studies, or related fields.



  • A minimum of 1-2 years of work experience, with experience in data record maintenance and databases for research;
  • Experience in relation to historical documentation, archives, data digitisation desirable;
  • Knowledge and interest in the areas of human rights, rule of law, transitional justice is desirable;
  • Demonstrated coordination skills, ability to work with technical teams and long-term strategic partnership;
  • Excellent communication and partnership building skills with multi-dimension partners, people skill for conflict resolution and negotiation;
  • Computer proficiency especially related to professional office software packages (Microsoft Office);
  • Proficiency in English and Sinhala.




The envisaged time frame of the consultancy is up to 8 months from the date of the start of the contract.




The application should contain:

  • Cover letter explaining why you are the most suitable candidate for the advertised position and a brief methodology on how you will approach and conduct the work.
  • Updated CV to include qualifications/competencies and relevant past experience in similar projects and contact details of 3 professional referees who can certify your competencies, professionalism, quality of writing, presentation and overall suitability to this TOR
  • Individual consultants will be evaluated based on a combination of factors including cover letter, the credentials on offer and brief interview (optional) and the offer which gives the best value for money for the UNDP.
  • Please send the Financial Proposal separately to the following e-mail address:   stating the vacancy number/position in the subject line.




All Inclusive Lump Sum Fee: LKR


All Inclusive Daily Fee: LKR

Amount in words: Rs.


Note: Payments will be based on invoices on achievement of agreed milestones i.e. upon delivery of the services specified in the TOR and certification of acceptance by the UNDP. The applicant must factor in all possible costs in his/her “All Inclusive Lump Sum Fee” including his/her consultancy and professional fee, travel (economy class flights is required to and from the Duty Station) honorarium, board and lodging, and any other foreseeable costs in this exercise. No costs other than what has been indicated in the financial proposal will be paid or reimbursed to the consultant. UNDP will only pay for any unplanned travel outside of this TOR and Duty Station on actual basis and on submission of original bills/invoices and on prior agreement with UNDP officials. Daily perdiums and costs for accommodation/meals/incidental expenses for such travel shall not exceed established local UNDP DSA rates.


For an Individual Contractor who is 65 years of age or older, and on an assignment requiring travel, be it for the purpose of arriving at the duty station or as an integral duty required travel under the TOR, a full medical examination and statement of fitness to work must be provided.  Such medical examination costs must be factored in to the financial proposal above. Medical examination is not a requirement for individuals on RLA contracts. 




Payments will be made monthly based on the approval of payment by the Technical Specialist of UNDP upon receiving the activities carried out in the month certified by the Principal Project Coordinator. 

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.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

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