Background
The Human Rights Commission of Sri Lanka is established under the Act No. 21 0f 1996. HRC is an independent Commission and the underlying purpose of establishing the HRC was to promote and protect human rights in the country. Its mission is to develop a better human rights culture in Sri Lanka through protecting and promoting human rights for all in law, policy and in practice, adhering to universally recognized human rights norms and principles with a special emphasis on the fundamental rights guaranteed under the Sri Lankan Constitution for the citizens of Sri Lanka, with the coordination and corporation of all stakeholders that work towards protecting and promoting human rights for all.
Building on the work undertaken in 2016 – 2018, UNDP Sri Lanka seeks to provide support to the National Human Rights Commission (HRC) to strengthen its capacity to cater to the above requirement. As such it is discussed and decided to recruit an Archiving Specialist to provide technical assistance for digitization and archiving purposes.
SCOPE AND OBJECTIVES
Specific objectives of the assignment include:
- Conduct an initial assessment of the historical records to determine the quality of the documents, the scale of the task and possible time frame;
- Formulate the standard operating procedure for archiving using national and international good practices, bearing in mind the need for accuracy, efficiency, confidentiality and reliability of the process;
- Formulate a tagging and filing system, using international and national good practices, to ensure that the contents of the scanned files are easily accessible and searchable;
- Digitize and archive records using the database in collaboration with the consultant customizing the database;
- Scanning of physical records to add to the database, while conducting random checks to ensure the accuracy of scanned images and the tagging and devise measures to ensure accuracy of scanned documents and tagging;
- Capacity development of identified staff of HRC on record management, archiving and digitizing.
Duties and Responsibilities
With the aim of physical preservation and digitization, the Arching and Digitization Specialist should formulate a plan to preserve the historical records of HRC inquiries, investigations and monitoring visits and educational and special programmes through the following outputs:
- Developing a strategy for archiving based on the assessment of historical records at HRC;
- Formulating a standard operating procedure of archiving, tagging and filing systems are developed for effective operationalization of the scanning, database development and archiving of documents and the digitization process;
- Ensuring that all existing physical records (historical and ongoing cases) are scanned, tagged, archived (where necessary) in the database connected to the automated case management system of HRC;
- Training of identified HRC staff on record management, archiving and digitizing.
EXPECTED OUTPUTS/DELIVERABLES
With the aim of physical preservation and digitization, the Arching and Digitization Specialist should formulate a plan to preserve the historical records of HRC inquiries, investigations and monitoring visits and educational and special programmes through the following outputs:
- Developing a strategy for archiving based on the assessment of historical records at HRC;
- Formulating a standard operating procedure of archiving, tagging and filing systems are developed for effective operationalization of the scanning, database development and archiving of documents and the digitization process;
- Ensuring that all existing physical records (historical and ongoing cases) are scanned, tagged, archived (where necessary) in the database connected to the automated case management system of HRC;
- Training of identified HRC staff on record management, archiving and digitizing.
TIMEFRAME
The envisaged time frame of the extended consultancy is up to 06 months from the start date of the assignment.
Competencies
THE CONSULTANT PROFILE
The consultant should have excellent background and experience in research, documentation, databases, in addition to substantive knowledge in human rights.
Technical skills
Expertise in relation to archiving, record management, databases/digitization, particularly of human rights documentation.
REQUIRED SKILLS AND EXPERIENCE
- A Degree of equivalent professional qualifications in archiving and digitization;
- Minimum of 5 years of demonstrable experience and knowledge in the field of archiving, record management, data collection/processing and research;
- Demonstrated strategic technical and intellectual skills in the substantive area, notably human rights;
- Excellent communication (both oral and written) and partnership building skills with multi-dimension partners, people skills for conflict resolution and negotiation;
- Computer proficiency especially related to professional office software packages (Microsoft Office);
- Proficiency in English and Sinhala/Tamil.
General
- Strong analytical skills, and an ability to distill key messages;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Treats all people fairly without favouritism.
Partnerships
- Good team player who has ability to maintain good relationships;
- Provides constructive and helpful inputs and feedback to the overall process;
- Demonstrated ability to engage with government and non-government actors at the highest levels.
Results
- Proven delivery of high-quality results, in a timely manner;
- Ability to plan own work and use time efficiently, manage conflicting priorities and work under pressure of tight and conflicting deadlines.
Required Skills and Experience
A Degree or equivalent professional qualifications in archiving and digitization.
Experience:
- Minimum of 4 years of demonstrable experience and knowledge in the field of archiving, record management, data collection/processing and research.
Languages:
- Excellent written English and Sinhala language skills;
- Tri-lingual would be a great asset.
HOW TO APPLY
To apply please access UNDP Jobs site http://jobs.undp.org.
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 a brief interview (optional) and the offer which gives the best value for money for UNDP
- Please send the Financial Proposal separately to the following e-mail address: consultants.lk@undp.org stating the vacancy number/position in the subject line.
FINANCIAL PROPOSAL
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 Daily 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.
PAYMENT OF SERVICES
Payments will be based on the submission of written reports specifying the tasks accomplished and corresponding number of work days put in towards achieving the deliverables outlined above.