UNV VOLUNTEER TERMS OF REFERENCE (Administrator, Records Management Information System)

Preamble:

The United Nations Volunteers (UNV) programme is the UN organization that promotes volunteerism to support peace and development worldwide. Volunteerism can transform the pace and nature of development and it benefits both society at large and the individual volunteer. UNV contributes to peace and development by advocating for volunteerism globally, encouraging partners to integrate volunteerism into development programming, and mobilizing volunteers.

In most cultures volunteerism is deeply embedded in long-established, ancient traditions of sharing and support within the communities. In this context, UNV volunteers take part in various forms of volunteerism and play a role in development and peace together with co-workers, host agencies and local communities.

In all assignments, UNV volunteers promote volunteerism through their action and conduct. Engaging in volunteer activity can effectively and positively enrich their understanding of local and social realities, as well as create a bridge between themselves and the people in their host community. This will make the time they spend as UNV volunteers even more rewarding and productive.

1. UNV Assignment Title: Administrator, Records Management Information System

2. Type of assignment: National UNV Volunteer

3. Project Title: Public Sector Reform and Institutional Capacity Development Project

4. Duration: 1 year with possibility of extension

5. Location, Country: Banjul, The Gambia

6. Expected starting date: October 2009

7. Brief Project Description: The Government of The Gambia has put in place a comprehensive set of national policy frameworks for sustained economic growth, poverty reduction and achieving the MDGs. Developing and maintaining the requisite human and institutional capacities including economic governance however, remain a primary challenge. The government is keen to ensure that is adequate human and institutional capacities to formulate policies, design and implement development programmes and deliver quality services to meet the country’s development priorities. The main objective of the PSRICD project is to lay the basis for development, financing and implementation of long-term strategy for public service reform and institutional capacity development under strengthened government leadership, while at the same time addressing short-term capacity needs in key national institutions.

To achieve this objective, the project has as one of its integrated strategy, the development and implementation of short-term strategies to address pressing capacity gaps and focus in particular, on providing critical skills in selected strategic areas in key government institutions.

8. Host Agency/Host Institute: Personnel Service Commission

9. Organizational Context: The Public Service Commission (PSC) is the body mandated by law to appoint to offices, Public / Civil Servants, with the exception of ambassadors / high commissioners and local government authorities. The PSC is responsible for:

• The Overall management and efficiency of the Public Service;

• The review of General Orders and Public Service Regulations and advise Government accordingly;

• The setting of standard requirements for entry into the Civil Service, training and promotion criteria vis-à-vis the Schemes of Service;

• The submission of the annual report of the Commission to the National Assembly

• The power to make appointments to offices vested in some authority or person other than the Commission;

10. Type of assignment place: assignment with family/without family (please choose)

11. Description of Duties:

Under the direct supervision of the Secretary, PSC, the UNV will undertake the following tasks:

• Analyze records management problems, and design strategies and procedures to meet ongoing records management needs.

• Provide a leadership role in all IT responsibilities including initiatives for future growth and development.

• Computerize the Filing System of the Office of the PSC and develop procedures to manage the system.

• Train the Records personnel of the PSC in the management and use of the records management information system.

• Update information of PSC web page.

• Perform other IT related duties that may be required.

Furthermore, UNV volunteers are encouraged to:

• Strengthening their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and taking active part in UNV activities (for instance in events that mark IVD);

• Getting acquainted with and building on traditional and/or local forms of volunteerism in the host country;

• Reflecting on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;

• Contributing articles/write-ups on field experiences and submitting them for UNV publications/websites, newsletters, press releases, etc.:

• Assisting with the UNV Buddy Programme for newly-arrived UNV volunteers;

• Promoting or advising local groups in the use of online volunteering, or encouraging relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

12. Results/Expected Output:

• The Filing System of the Office of the PSC is computerized.

• The Records personnel of the Office of the PSC are trained on the use of the system.

• The Records personnel are trained and supervised on its use of the system.

• The quality of PSC records data is ensured.

• PSC web page updated regularly.

13. Qualifications/Requirements:

• Bachelor’s Degree in Computer Science or Information Technology with a minimum of 5 years work experience in records management information systems. Experience of networking would be an advantage.

• Should have good communication skills.

The records Information Manager labor category is used for positions that require extensive records management expertise and/or responsibility for successful operation of a specific work site.

• Knowledgeable of records management principles and practices, organizational planning, project management and oral and written communication skill.

• Ability to organize, manage and plan.

• Ability to train users.

• Ability to work as a team member in a team environment

14. Living Conditions:

15. Conditions of Service

A 12-month contract; monthly volunteer living allowance (VLA) intended to cover housing, basic needs and utilities, equivalent to US$ 550; settling-in-grant (if applicable); life, health, and permanent disability insurance; return airfares (if applicable); resettlement allowance for satisfactory service.

Deadline for submission: 2^nd October 2009 @ 12.00 noon.