Result of Service

Improved use of SharePoint with regards to use of storage space, information classification and organization.

Work Location

Home Based

Expected duration

6 months (September 2024 – February 2025)

Duties and Responsibilities

Under the supervision of the Chief Librarian, the consultant will work on the following: 1. Review SharePoint use at UNOV/UNODC, including conducting client surveys and/or focus groups and assess current practices against existing information management policies, rules and regulations, and document the findings in a baseline report. The report should include: a. trends in high usage SharePoint sites, identifying file types that are particularly problematic, such as with inconsistencies in terms of size, meta-data, or any other pattern, as well as duplication; b. summaries of feedback from users regarding their satisfaction with SharePoint, ease of use, and suggestions for improvement and examples of successful or problematic use cases to illustrate key points; c. examination of the treatment of sensitive information in SharePoint, reviewing the security measures in place, including access controls, data protection strategies, and compliance with relevant regulations. 2. Advise on best practices in the use of SharePoint, including creating a depository of such practices. 3. Assist in the development of a governance framework based on the baseline report and best practices, including the review of the types documents stored, document lifecycle management, and version control practices to elaborate life-cycle retention schemes and document classification in line with existing ARMS practices for SharePoint use at UNOV/UNODC.

Qualifications/special skills

An advanced university degree (Master’s degree or equivalent) in information management, library science, records management, archival science or other related field is required. A first-level university degree in the aforementioned fields in combination with two (2) additional years of qualifying work experience, may be accepted in lieu of the advanced university degree. At least 10 years experience in document and records management using SharePoint Online is required. Expertise in developing information management governance policies for SharePoint Online is required. Knowledge of international best practices related to information management in SharePoint is required. Knowledge of United Nations information management policies, rules and regulations, including those issued by the United Nations Archives and Records Management Section is desired.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English, with excellent drafting and communications skills, is required. Knowledge of another United Nations official language is an advantage.

Additional Information

Not available.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.