Background

Background

The digitalization plan outlines the conversion of physically stored documents into standardized electronic filing system so that a complete, accurate and a consistent method can be practiced and maintained by the staff of UNDP.

Objectives

• To convert hard documents into a more effective method of storage
• Fast retrieval of any information or documents needed by multiple staff
• To facilitate consistent use of clearly defined electronic filing standards
• To save time taken by staff to search required documents
• Establish processes to follow to maintain the digital format

Duties and Responsibilities

Scope of Work:

1. Sort out documents to be digitalized in collaboration with the Operations and Programme Units.
2. Index digitalized documents in a way to easily identify, and access them e.g.: Chronological order
3. Organize an effective digitalization and storage technique which can be used continuously
4. Back up and storage of both physical and electronic documents
5. Submit a complete record of all digitalized documents by the end of contract.

Documents required for digitalization:

1. OPERATIONS UNIT

1. PROGRAMME UNIT

Required number of personnel:

One staff to perform the the following task

• Task – To handle all hard document files, scan and store them back

Duration/Validity:  6 months (21 days per month)

Critical Success Factors:

It is expected that the consultant who will be engaged with the UNDP Digitalization plan adhere the following values:

• Demonstrate integrity by modelling the UN Values and Ethics Standards;
• To complete the process by the deadline
• Agreement to hold in trust and confidence of any information or documents (“confidential information”) used in the process. 

Competencies

• Demonstrates integrity by modeling the UN’s values and ethical standards;
• Promotes the vision, mission and strategic goals of UN/UNDP;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Ability to lead strategic planning, results-based management and reporting;
• Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates good oral and written communication skills;
• Demonstrates ability to manage complexities and work under pressure, as well as conflict resolution

Required Skills and Experience

Education

• Completion of High School Education

Experience

• Excellent written and oral skills in English
• Ability to work under pressure in an organized and systematic way
• Ability to work unsupervised and independently
• Willingness to work flexible hours in order to meet deadlines.
• Familiar with printers, scanners and IT software 

Language Requirement

• Fluent in English and Dhivehi Language

Application Documents

• The application must include a letter of interest to undertake this task, the CV, Personal History Form (P11), and a financial proposal (indicating the monthly fee (in MVR) for the assignment). The consultant will be paid monthly as per the deliverables 
• The applicant must also submit the reference letters from past supervisors/clients. To download P11, kindly please visit the link: http://www.mv.undp.org/content/maldives/en/home/operations/jobs
• Please combine all the documents into one single file, as the system will allow for only one document to be uploaded.
• We will only accept online applications.