TERMS OF REFERENCE. Online Training Programme Developer Records and Archives Section / Division of External Relations Copenhagen

Transcription

1 TERMS OF REFERENCE Online Training Programme Developer Records and Archives Section / Division of External Relations Copenhagen Project Title: Development of the new UNHCR Records and Archives Management Online Training Programme Organisation: UNHCR Job Title: Records and Archives Online Training Programme Developer Duty Station: Home based Duration: 01 July 31 December 2016 Contract Type: Individual Consultant Closing date: 21 June 2016 Background Information: Records and Archives Section of the Office of United Nations High Commissioner for Refugees (UNHCR) invites consultants to submit proposal for the project management for development of the New UNHCR Records and Archives Management Online Training Programme. The consultant will be the project manager and coordinate the staff in Records and Archives Section who will develop most of the modules. In addition, the consultant will develop the Mandatory Records and Archives Management Induction Module with the support of Global Learning Center and an external company. The consultant will work remotely and meetings will be with online communication tools. UNHCR was established in 1951 with its Headquarters in Geneva (Switzerland). However, the organization started to set-up offices elsewhere. By the beginning of the current millennium, UNHCR is present in more than 80 countries and has up to 300 offices. Over decades, UNHCR has protected and assisted millions of asylum seekers and refugees, established and closed refugee camps, has undertaken refugee status determination and helped millions of people to leave their country of asylum and to repatriate home or resettle in third countries. UNHCR s humanitarian mandate obliged the organization to get engaged in addressing forced displacement in the aftermath of many of the political and military conflicts of the 2nd part of the 20th century and thereafter. It is this involvement and the fact that its operations have been funded by voluntary contributions by many countries that the organization considers its archives to be critically important. UNHCR recognizes its obligation to preserve and share its experiences as embodied in its records and related materials in a predictable and responsible manner. The organization s archives are to: guide and assist the UNHCR in planning and conducting its activities, provide access to refugees and other persons of concern of the Office and their closest relatives to the information and records existing about them, and meet the research needs of the persons interested in UNHCR, the scholarly community, historians, and the general public. 1

2 Records and Archives Section Established in 1996 the UNHCR Records and Archives Section (RAS) provides records management and archival services for the entire organization. RAS has issued archiving policies and guidelines that stipulate the responsibilities of UNHCR HQ and Field offices. These policies and guidelines are being reviewed in Since 1999 UNHCR has started introducing an electronic document and records management system e-safe (Open Text Content Server). However, the system was only first introduced outside Geneva in 2008, and rolled out to offices in Europe and a few offices in the other regions. This means that the amount of paper files, while having been reduced at Headquarters, remains substantial in its Field locations. In 2014 RAS started a three year project to implement records and archives management and e-safe in the Syria and Iraq Situation s countries Egypt, Iraq, Jordan, Lebanon, Syria and Turkey. Part of this project is to develop a training programme for regional and local capacity building in the field of records and archives management in UNHCR, which also will be used for the global implementation of records and archives management and e-safe. Overall purpose and Scope of Assignment: Overall Objective The overall objective of the project is to build the skills at various levels and functions within UNHCR to communicate effectively using the most up-to date techniques, methodologies and media in order to make the desired impact and achieve UNHCR s communication objectives. New UNHCR Records and Archives Management Online Training Programme Develop a training programme for regional and local capacity building in the field of records and archives management in UNHCR for the global implementation of records and archives management and e-safe. The training programme would be made available online through the UNHCR internal training platform Learn&Connect. RAS is working with UNHCR s Global Learning Centre (GLC), a service in the organization that provides training expertise, and online and class room training. An outline of the modules in this training programme is annexed to this Terms of Reference. The training programme will cover basic knowledge of records and archives management, explanation of specific procedures which have to be carried out locally and tutorials on how to use e-safe. The target groups of the modules vary from all staff to Focal Points in units and offices. There will also be modules targeted for ICT colleagues and colleagues from other specific units in the organization. The target groups are mentioned in the annexed list of proposed training modules. The audience are staff of different functional areas who do not have records and archives management tasks as their main field of work. RAS therefore proposes to develop engaging videos which are not text heavy and with relevant examples. WebEx is likely to be used for this purpose. The archivists will develop and record the WebEx sessions. Most of the modules in the training programme will be developed by RAS staff members (see column Responsible in the annexed training programme outline). The consultant will be the project manager and coordinate and support the staff. Mandatory Records and Archives Management Induction Module A Mandatory Records and Archives Management Induction Module will also be developed. The consultant is responsible for the development and completion of this module. This module is the first module mentioned in the annexed training programme outline, marked in red. This module would have to be informative and engaging. It has to be developed in a way so that the staff is guided through the module with explanatory text, examples and statements from the organisation s management and staff members. A test would have to be built in as well. 2

3 Approach and methodology The design should apply the principles of adult learning, stating clear learning objectives for the course and each of its modules, as well as describe detailed tentative training design including interactive activities supporting the learning objectives. Deliverables - Mandatory Records and Archives Management Induction Module o Content and design delivered as online training module ready to use for UNHCR staff - All modules of the New UNHCR Records and Archives Management Online Training Programme available online in the UNHCR internal training platform Learn&Connect (see annexed draft training programme outline) - Project management and end of project report Duties and Responsibilities: The consultant should work with the archivists and other staff in RAS, staff from GLC, as well as with an external company for development of the mandatory online training module. The consultant is expected to undertake the following tasks 1) Develop Mandatory Records and Archives Management Induction Module a. Select material and ensure the content is in line with the other sessions b. Develop textual material c. In collaboration with the training programme committee decide on the module s content, design and form d. Work with online training material external provider 2) Project manager for the New UNHCR Records and Archives Management Online Training Programme development project a. Develop a project plan and follow-up on progress with the project members and stakeholders b. Ensure that deadlines are kept c. Bi-weekly reporting to the Senior Archivist (Records management) d. Monthly project reporting to training programme committee e. End of project report 3) Coordinate and consolidate the training programme sessions a. Participate in the definition of training session templates b. Develop a glossary and ensure consistent language in the sessions c. Coordinate the archivists development of the sessions d. Spot overlaps of content in the different sessions e. Propose improvements and advice on the sessions Project management Access to tools and material The consultant will have access to all background material available on records and archives management in UNHCR and will be given a presentation in current practice. Access to e-safe will be provided as well as Intranet and Learn&Connect. Workplace The work will be done remotely. Meetings will be online via Skype or other online tools. Reporting The consultant will be reporting to Hilde Elisabeth Haaland, Senior Archivist (Records Management) and the training programme committee consisting of Hilde Elisabeth Haaland, Montserrat Canela (Chief of Section), 3

4 Florence Ducros (Senior Archives Assistant), a Focal Point from a business unit and Zsofia Tukacs, Associate Staff Development Officer. Duration The project will start 1 July and should be finalized by 31 December Exact working schedule to be developed during the first two weeks of the project. Indicative project plan: Date Deliverables Responsible 1-15 July Project plan, training session templates and glossary Consultant 1 July 15 Aug Selection of external company for online training module Consultant and GLC 15 July 30 Sep Development of textual material for the training sessions Project members and Consultant Sep Consolidation of content of the sessions Project members and Consultant 30 Sep 15 Dec Recording of training sessions Project members and Consultant 15 October Content for mandatory induction module finalized Consultant 15 Oct 15 Dec Development of mandatory induction module Dec Training programme made ready for UNHCR training platform Consultant and external company Consultant and GLC Dates are indicative and can be discussed. Training programme delivery date of 31 December 2016 would not be changed. Essential Minimum Qualifications and Professional Experience Required: UNHCR is looking for an experienced archivist/records manager with a broad understanding of the subject and preferably with experience from international organizations. The consultant should have experience delivering records and archives management training and development of online training programmes. Academic qualification: Advanced university degree in records and archival management; or in history or related discipline with concentration in records and archival management; or in information management, history or related disciplines with additional training as provided by universities and/or professional archival associations. Experience: - Experience in development of training programmes for records and archives management - Experience in delivery of records and archives management training - Proven project management skills - Experience from an international organisation is preferable. Skills: - Ability for analytical and creative thinking for rapid solution(s). - Ability to produce high quality output with desirable results. - Good communicator with strong interpersonal skills. - An outgoing personality and a team player with service oriented attitudes. - Excellent computer skills - Languages: - Excellent knowledge of English (written/oral/comprehension) 4

5 Format of the proposal: We are not restricting the volume of the proposal; however please keep it at a reasonable size. In the proposal please follow the structure of the TOR, and put special emphasis on the course design outline, including its structure, the approach and methodology and the activities. Please include a brief current CV, examples of training programmes and references (with contact details) of recent, similar projects. Monitoring and Progress Controls - Mandatory Records and Archives Management Induction Module - Content and design delivered as online training module ready to use for UNHCR staff - All modules of the New UNHCR Records and Archives Management Online Training Programme available online in the UNHCR internal training platform Learn&Connect (see annexed draft training programme outline) - Project management and end of project report - - Delivery Periodicity, as applicable: Completed by 31 December 2016, see also indicative project schedule above Location: - The consultant will work from home, with occasional missions to Copenhagen, Denmark - He/She will report to the PSFR Officer (Private Philanthropy, HNWIs, LG), of the Leadership Giving team in Copenhagen. To Apply: Interested applicants should submit their letter of motivation and Personal History Form (P11), including references/testimonials/degrees/certificates plus the proposed fees breakdown for services to DENCODERHR@unhcr.org indicating Records and Archives Online Training Programme Developer in the subject of the . The start date of this consultancy, 1 July, is negotiable but cannot be after 15 August P11 forms are available on The deadline for applications is 21 June

6 New UNHCR Records and Archives Management Online Training Progamme Name of Session/Module Content Learning Objectives Primary Target Audience Method Duration Responsible Ideas Mandatory records and archives management induction module A general introduction and awareness raising for all staff which is outlining the objectives, tools and implications of records and archives management in UNHCR. The module will focus on central concepts, practices and risks Identify and define the office/unit's records and archives management tasks and responsibilities Integrate records and archives activities including e- SAFE in daily tasks and functions Identify gaps in records and archives management practice and the risks connected with these gaps Identify sensitive data and documents and select appropriate methods to secure them All staff UNHCR (mandatory training) online-training module 1 hour Consultant An idea is to compliment this training with video interviews or clips with UNHCR staff What is records management, definitions, standards and UNHCR practice Records life cycle and examples from UNHCR Sensitive documentation Electronic Records Management tools Paper records and setting up a records center Digitization Introduction to basic records and archives management theory and relate this to daily work at UNHCR. Parts will be theoretical and there will also be some references to external material and websites. Parts will be relevant and practical examples from UNHCR. Understand the concept of records management Describe the primary and secondary value of records Identify vital records in the office/unit Understand the classification and file plan Identify the risks with current records management practices in the office/unit Identify good practice for managing records in the office/unit Identify appropriate procedures for managing records in the office/unit Focal Points Recorded webinar (Webex) 45 minutes Hilde + 2 Explanation of the life cycle of records from reception/creation to disposition. There would be a graphic representation of the life cycle and there will Identify the different stages in the records life cycle Identify the benefits of managing records according to their stage in the life cycle be explanation of the activities at each stage in the life Identify records for preservation and organise the cycle. The procedures of destruction and transfer would also be explained in this module. Examples of common mistakes and problems. transfer of these records to relevant repository Identify records for destruction and carry out a request destruction procedure Focal Points Recorded webinar (Webex) 45 minutes Hilde + 2 Awareness raising and explaining the importance of securing sensitive information and methods for doing this. Module will be built on standards, external material, UNHCR recordkeeping procedures, protection and emergency manual Background presentation of the need for a specific tool for recordkeeping purpose and the benefits of such a system. Presentation of e-safe as UNHCR's electronic recordkeeping system and the main features and functionality of this system. Identify sensitive data and documents and select appropriate methods to secure them Develop appropriate procedures to secure sensitive information All staff UNHCR Recorded webinar (Webex) 30 minutes Montserrat Define purpose and benefits of an electronic recordkeeping system Focal Points Recorded webinar (Webex) 30 minutes Hilde +2 Explaining how to manage paper files, organise the files and put in place a records center. There would have to be photos and maybe video to show good (and maybe bad) examples. This module is linked with Create and organise paper files activities such as opening an office in an emergency situation. Label and register paper files Set up a records center for paper files Focal Points Recorded webinar (Webex) 20 minutes Associate archivist Explanation of the digitization guidelines with practical examples with focus on the risks, the need for proper planning and project management, and the Set up a digitization project labour intensity of undertaking a digitization project Identify the risks of a digitization project IT, Protection staff, Focal Points Recorded webinar (Webex) 30 minutes Patricia Examples from UNHCR should be elaborated in the Workshop for Focal Points Practical exercise with real records should be carried out in Workshop Archives holdings and access to UNHCR information Management Preservation of electronic documents and data (will have a more catchy title) e-safe tutor training modules Describing the Archives holdings of UNHCR and ineresting examples of what can be found. Explaning the access rules for UNHCR information and how to apply them. Content would be based around the UNHCR Access Policy. Statistics and catchy statements. Module would include material from external sources like YouTube or other video material. The content would be very practical and linked with the daily work of UNHCR staff. Higlight the fact that a lot of key information is available in s only. A practical guide with examples of data sources and tools and electronic document repositories and how to ensure that the content is preserved Showing structure, procedures and functionality of e- SAFE List what is available in the UNHCR Archives Apply and procedures for access to records in office or unit Focal Points, Managers Recorded webinar (Webex) 30 minutes Heather Identify good habits for handling and managing e- mails Identify s which need to be saved in e-safe All staff UNHCR Recorded webinar (Webex) 20 minutes Hilde + 2 Content owners, IT staff, Information Management Staff, Identify appropriate tools and methods for preservation of electronic material in office/unit Registration and Protection Officers, Focal Points Recorded webinar (Webex) 30 minutes Patricia Ability to perform functions and use e-safe for daily work All staff Recorded webinars (Webex) Various e-safe support team

7 e-safe access rights and permissions Best practice modules for different functions/units Records management and the role of the managers Principles for access rights, permissions and groups in e-safe Access governance in e-safe Examples for the different functions with file plan, folder structure, specific considerations, sensitivity Apply and request access rights according to e-safe access governance regulations All staff Recorded webinar (Webex) 20 minutes Hilde and SOPs Apply best practices Focal Points, heads and all staff Recorded webinars (Webex) Various e-safe support team Identify tools and methods to fulfill the office/unit's record management needs Could be a part of management and Representative Encourage and contribute to use of record training. Advices to management on how to management tools, and set-up of a logical filing encourage sound records and archives management structure for the unit Managers Recorded webinar (Webex) 15 minutes Archivists This will be a series with session for each function. Electronic Records Management without e-safe Explaining how to set up an electronic records management solution without e-safe Identify tools and solutions for electronic records management where e-safe is not available Snr Admin Officers (++) Recorded webinar (Webex) 20 minutes Hilde + 2 Training of Trainers Adult learning principles, tools, methodology, learning styles, development of lesson plans and framework for the training, difficult participants, and present material to use in e-safe training Describe adult learning principles and challenges linked with these List different learning styles and their characteristics Identify appropriate training tools for office or unit Develop a lesson plan Describe methods to handle difficult participants Focal Points Recorded webinar (Webex) 45 minutes GLC Exercises provided in Workshop