JOB DESCRIPTION

Job Summary

Under the overall supervision of the Chief of Mission (CoM) and the direct supervision of the Project Officer (HREF) and with technical guidance from the Information Management Officer, the Consultant will be engaged to develop a robust information management approach and relevant tools for HREF. The primary objective is to ensure that information is effectively stored, updated and made accessible to relevant stakeholders. The Consultant will assess internal and external information management gaps, propose an approach to addressing these gaps, and develop appropriate, user-friendly tools.

Key Responsibilities

Please note that vacancy is Home based (with frequent time spent at the IOM Kyiv Office)

First Deliverable – Conceptual Proposal for Information Management

Payment: 20% upon satisfactory completion and submission of the first set of deliverables.

1. Refined consultancy workplan, including detailed activities.
2. Presentation of a proposed approach, including specific tools, for internal and external information management of the HREF project.
3. Tentative activities:
   • Review the project’s and IOM’s existing information management approaches and tools.
   • Review the results framework and its indicators to identify gaps and alignment with standardized mission-level indicators.
   • Take stock of beneficiary counting methodologies and highlight gaps.
   • Consult with IOM personnel and – potentially – external stakeholders about gaps and ideas to enhance information management.
   • Develop a proposal for internal and external information management.
   • Discuss the proposal with key project staff for feedback and validation prior to presenting the final proposed approach.

Second Deliverable – Internal Information Management Tools

Payment: 30% upon satisfactory completion and submission of the second set of deliverables.

1. At least three (3) ready-to-use internal information management tools, which support automated donor reporting.
2. Tentative activities:
   • Develop the internal information management tools, agreed upon as part of the first set of deliverables.
   • Continuously consult key project staff and incorporate feedback into the development of the tools.
   • Ensure alignment with IOM’s existing tools and standards.
   • The tools should include but may not be limited to:
     • guidance and practical recommendations for ensuring critical files are adequately stored, updated and made accessible to relevant team members – e.g. through an enhanced SharePoint structure,
     • an updated, user-friendly version of the currently excel-based HREF Infrastructure Tracker (if possible, connected to IOM’s WAVE system for financial and procurement monitoring),
     • a consolidated tool (e.g. Power BI or other interactive tool) for monitoring progress towards the HREF results matrix, including but not limited to (a) workplan tracking and status of individual activities, and quantitative and qualitative results tracking, i.e. beneficiary counts, infrastructure project counts, etc., and
     • an automated process, which draws uses the developed IM tools for monthly, quarterly and annual donor reporting.

Third Deliverable – External Information Management Tool

Payment: 30% upon satisfactory completion and submission of the third set of deliverables.

1. Ready-to-use publicly accessible information sharing and management tool.
2. Tentative activities:
   • Develop and populate a publicly accessible tool to provide external stakeholders with up-to-date information about the HREF project.
   • Ensure alignment with IOM’s existing tools and standards, as well as the project’s existing and newly developed tools. The tool should, at a minimum, include:
     • access restriction options,
     • an interactive map of the 25 hromadas, showing upcoming, ongoing and completed activities,
     • a social media ticker,
     • a structured library of online files.

Fourth Deliverable – Training, Validation and Tool Enhancement

Payment: 20% upon satisfactory completion and submission of the fourth deliverable:

1. Report about the trainings held and enhancements made to the tools.
2. Tentative activities:
   • Ensure all tools are rolled out and operate smoothly.
   • Establish clear roles and responsibilities among the existing staff members for the utilisation and ownership of the various tools.
   • Hold feedback and validation sessions with staff members and enhance the tools accordingly.
   • Train relevant staff members on the use of the tools.
   • Perform such other duties as may be assigned.

Required Qualifications

• Advanced university degree in Information Technology, Computer Information Systems, Software Engineering, Data Science or related field with minimum three (3) years of professional experience.
• Strong analytical and programming skills, with a proven record of developing advanced Excel documents, Power BI dashboards with connection to Power Automate.
• Demonstrated experience in information management, data visualization and website design, artificial intelligence.
• Excellent intercultural and communication skills, with ability to remotely engage diverse stakeholders.

Travel Required

Please note that vacancy is Home based (with frequent time spent at the IOM Kyiv Office)

• Yes, at least one trip to Kyiv, Ukraine.
• If the successful candidate is not based in Kyiv, travel cost and daily subsistence allowance will be covered by IOM, separate from the consultancy fee.