Title of Assignment: Records and Information Management Expert

Name of unit/sector: Records and Archives Section, Knowledge Management and General Services Division

Place of Assignment: WIPO Geneva, Switzerland or Teleworking

Expected duration of assignment: 12 months, renewable up to 24 months maximum

1. Objective of the assignment

WIPO is implementing an Enterprise Collaboration and Content Management (ECCM) system based on M365 SharePoint, which will replace the Organization’s use of shared drives. As part of the ECCM project team, the Records and Information Management Expert will work with WIPO’s Business Units (BUs) to develop content structures to support the efficient lifecycle management of their records and information in SharePoint Online.

2. Responsibilities

Under the supervision of the Records and Information Management Officer, the Expert will work with BUs to develop content structures that will meet their business needs while facilitating the consistent application of records management actions and information governance requirements within the ECCM system. The Expert will inform BUs about records and information management best practices; provide advice on metadata use and naming conventions; and help them to prioritize their content for migration to the ECCM platform.

3. Deliverables/services

Deliverables and services will be provided as follows:

1. Business Units (BUs) transition to SharePoint
Participate in creating content structures and implementing the records and information management framework within SharePoint.
• Engage with assigned BUs to gather requirements including conducting questionnaires and workshops;
• Advise BUs on information management best practices, such as naming conventions and metadata usage;
• Develop content structures and related settings and present them for the BU’s approval;
• Perform quality checks on implemented structures as needed
• If required, follow up with BUs to agree on adjustments to content structures or settings during defined post-migration period.

2. Migration Advice to Business Units (BUs)
In preparation for the BUs’ migration to the ECCM platform, the Expert will:
• Create a temporary folder structure based on the BU-approved design;
• Provide guidance to the BU on transferring their source content into the structure.

3. Contribute to other tasks relating to the ECCM project as required.

4. Milestones

The Expert is expected to work with three to four BUs in parallel and to respect the agreed delivery timelines.

Deliverables
Completion of content structures for assigned Business Units.

4. Reporting

The Expert will be based within the Records and Archives Section, Knowledge Management and General Services Division, reporting to the Records and Information Management Officer.

5. Profile (e.g. area of specialization/expertise, specific knowledge/skills/experience)

Essential:
a. University degree in records or information management, archival science or a related discipline;
b. At least 3 years of relevant professional experience managing records and information in an electronic environment;
c. Experience implementing records management best practices in an organization;
d. Strong knowledge of M365/SharePoint, OpenText Content Server or similar enterprise content management systems;
e. Ability to communicate fluently in English;
f. Experience developing file plans or records classification schemes; and
g. Excellent analytical and communication skills.

Strongly Desirable:
a. Ability to communicate fluently in French;
b. Experience with the practical application of records retention rules in enterprise content management systems; and
c. Good knowledge of MS Excel.

6. Duration of contract and payment

We expect the deliverables and services, as listed in 3 above to be completed within 12 months of the contract start date. There is a possibility of an extension by up to one year. Payment will be effected on a Time Material basis with a monthly time sheet. Applicants are requested to provide an indication of their remuneration expectations in Swiss francs (daily rate).