Job Summary
Our customer is worlds largest inter-governmental organization. Spotlight Initiative is the worlds largest targeted effort to end all forms of violence against women and girls. Created in 2017 as an unprecedented global partnership, the Initiative has provided a model for comprehensive programming on ending violence against women and girls that places women and girls at the centre of solutions, accelerates and localizes the Sustainable Development Goals (SDGs), and provides a platform for operationalization of the customers Development System reforms.
Spotlight Initiative 2.0, the second phase of Spotlight Initiative presents a true multi-partner effort with built-in incentives for each partner to contribute to the development of the Funds vision and strategy. Its a continuation of Spotlight Initiative 1.0 in all key aspects and retains the principles that made the Initiative a historic and unprecedented result-driven effort. the Fund Secretariat is seeking a consultant to enhance the internal management of the Shared Drive and filing across the team.
Responsibilities & Duties
Reporting to the Data and Budget Specialist with day-to-day management from the Operations and Fund Management Analyst, and working in partnership with the Spotlight Initiative Fund Secretariat team, the consultant is expected to:
Meet with the broader Fund Secretariat team, as well as with individual thematic sub-teams
(approximately 8 - 10 sub-teams, including the team implementing the
High Impact Programme
for Violence Elimination), and collect information of current filing practices by the team, and the
needs of individual sub-teams for filing, collaboration on online documents, and other usage of the shared filing system.
- Review the current internal filing mechanism (hosted on Google Shared Drive, including the internal and public folder named Virtual Library) of the Fund Secretariat to:
- Identify key problematic issues in the current state of Shared Drive and propose respective measures to solve those. Including clean-up of obsolete/duplicate folders and files, transfer of file/folder ownership to main Spotlight account vs. former staff or private staff google accounts,
file permissions and access control, harmonize folder labelling etc.
- Propose a reorganization of the current filing structure for Spotlight Initiative 1.0 for enhanced simplicity, better efficiency, fitting the needs of the respective teams.
- Propose a filing structure for Spotlight Initiative 2.0, rolled out in 2024, reflecting the needs and structure of the new Spotlight Initiative Fund and its components. Propose a standard of filing, including folder filing tree, labelling standards for files, requirements for filing.
- Present the proposed measures, filing standards and updated filing structures to the Fund Secretariat team in a user validation workshop(s) to seek user perspectives, adjust proposal as needed depending on the guidance from the Fund Secretariat team, and
Propose and draft a final Shared Drive update and information management strategy covering the three points above and deliver a group training (1 - 2 h total) to the Fund Secretariat team on the proposal.
Institutional Arrangements
The consultant reports directly to the Data and Budget Specialist project office of our customer in New York, USA.
We will not provide any of the following facilities.
- Office for the Consultant (as it is work from home assignment)
- IT equipment (PC/Laptop/Internet)
- Any other technical equipment to execute the day-to-day activities from home.
Deliverables
Review and proposal of update of the filing system and group training of the information management strategy within 6 weeks. 100% payment once the deliverables are accepted officially by the customer.
Essential Skills
- Advanced degree i.e., minimum masters degree in artificial intelligence, data science, technology policy, or a related field.
- At least 10 years of experience focusing on Shared Drive Management, data organization and team collaboration tools (particularly Microsoft 365 and Google Suite), records and/or information management, filing database management and related areas, preferably within a large organization or a government agency..
- Relevant certification on products i.e., MS 365 or Google Suite etc.
- Fluency in written and spoken English
Soft
Skills/Competencies
- Demonstrated advanced expertise in Google Suite, Office 365, and related tools is required.
Background Check
Criminal Records
Have you been arrested, indicted, or summoned into court as a defendant in a criminal proceeding, or convicted, fined or imprisoned for the violation of any law (excluding minor traffic violations) If yes, give full particulars of each case in an attached statement.
Statement of Health
The selected contractor will be required to provide proof of insurance coverage as stated in the Statement of Health herewith attached prior to contract signature.
Additional Assessment
- Document Evaluation to pass Tender Qualification
- Interview and Presentation
Profile submission Process
- Signing Consent Form as per GDPR Guidelines
- CV in English language including past experience in similar projects at least 3 references.
- A Proposal Cover Letter mentioning why you are most suitable for the assignment and a methodology on how you will approach and complete the assignment
- Provide the email and telephone contacts of at least three (3) professional references (supervisors, employers, partners, customers)
- Offerors Letter (Format will be provided) confirming Interest and availability for the Assignment.
Special Note:
We reserve the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with the same customer or any other customer at the same grade level and with similar job description, experience, and educational requirements.
