Result of Service

The consultant is expected to deliver the following: Process Mapping and Analysis Report: A detailed report mapping out the processes in the Executive Secretary’s office, identifying those suited for chrono filing and tracking subsequent activities, and analyzing their current state. Business Requirements Document (BRD): A document capturing the requirements for a chrono filing system tailored to the identified processes, including the tracking of subsequent activities. Solution Recommendations: A set of practical recommendations for implementing a chrono filing application, including tools for tracking follow-up actions, integration strategies, and next steps.

Work Location

Geneva

Expected duration

15 Days

Duties and Responsibilities

1. Background The United Nations Economic Commission for Europe (ECE) seeks to enhance the efficiency and effectiveness of its Executive Secretary’s office by identifying key processes that can be tracked and managed using a chronological filing (chrono filing) application. Chrono filing is a method of organizing documents based on the date they were created or received, allowing for easy retrieval and tracking of time-sensitive records and subsequent related activities. The consultancy’s aim is to conduct a thorough analysis of the current processes within the Executive Secretary’s office to determine which workflows and document management activities could benefit from a chrono filing system. Furthermore, the consultancy will also focus on establishing mechanisms to track subsequent activities related to these documents, ensuring that all follow-up actions are systematically managed and recorded. As an example, the tracking of incoming and outgoing correspondence is a critical process within the Executive Secretary’s office that could greatly benefit from a chrono filing application. By effectively managing the chronological order of these documents and their associated follow-up actions, the office can ensure timely responses, maintain accurate records, and improve overall communication efficiency. 2. Objective of the Consultancy The main objective of this consultancy is twofold: first, to identify and document the processes within the Executive Secretary’s office that can be effectively tracked and managed using a chrono filing application; and second, to establish a framework for tracking subsequent activities related to these documents, ensuring efficient follow-up and action tracking across UNECE at the Division level. In addition to identifying and documenting the processes within the Executive Secretary’s office, the consultant should consider how the chrono filing system can be made extensible and adaptable for use by other departments with different workflows across UNECE. 3. Scope of Work The consultant will undertake the following tasks: Stakeholder Engagement and Process Mapping: Engage with key stakeholders in the Executive Secretary’s office to understand their current processes, document management practices, and challenges related to tracking and retrieving time-sensitive records and related follow-up activities. Conduct interviews, workshops, and surveys to gather detailed information on workflows, document handling, and subsequent activities that could benefit from a chrono filing system. Process Identification and Analysis: Identify specific processes within the Executive Secretary’s office that are most suited for tracking through a chrono filing application. This includes processes where the date of documents and their associated follow-up activities are critical factors for management. Analyze the current methods of tracking and organizing documents and their subsequent activities, assessing their efficiency and alignment with best practices in chronological filing and activity tracking. The consultant should assess how the current processes could serve as a foundation for a scalable chrono filing system that can be adapted for different workflows in other UNECE departments in the future. Requirements Documentation: Document the business requirements for implementing a chrono filing system, including the specific processes to be tracked, key functionalities needed in the application, and user needs for managing subsequent activities. Develop a detailed report outlining the findings, including process maps, identified gaps, and recommendations for implementation and tracking of subsequent activities. Document not only the specific requirements of the Executive Secretary’s office but also provide guidance on how the system can be developed in a way that allows for easy adaptation and extension for other departments’ unique workflows. Solution Recommendations: Collaborate with the IT team and other relevant departments to explore potential chrono filing applications based on the identified needs, including features for tracking subsequent activities. Propose solutions that align with the identified processes and provide practical guidance on integrating a modular, flexible, and adaptable chrono filing system. The system should be scalable and capable of accommodating future departmental needs within UNECE, allowing for the integration of different workflows and processes across other departments beyond the Executive Secretary’s office. Timeline The consultancy is expected to start on 01.10.2024 and be completed by 21.10.2024. The key milestones are as follows: Week 1: Stakeholder engagement and process mapping. Week 2: Process identification, analysis, and documentation of requirements. Week 3: Development of solution recommendations and finalization of all deliverables.

Qualifications/special skills

Business Administration, Information Technology, Process Management Strong analytical and problem-solving skills with a focus on process mapping and optimization. Excellent communication and stakeholder management abilities. Proficiency in documenting business requirements and preparing comprehensive reports. Good understanding of technology, with strong business analysis skills, and awareness of existing office automation systems. Technological awareness, including familiarity with relevant tools and systems. Familiarity with UN systems, procedures, and rules is an advantage.

Languages

Fluency in English is required. Proficiency in another UN language is preferred.

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.