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USAID Project Consultancy Jobs – Setting up a Document Management System and Archive – East, Central and Southern Africa Health Community (ECSA)
Organization: East,
Central and Southern Africa Health Community (ECSA)
Central and Southern Africa Health Community (ECSA)
Funding Source: U.S. Agency for International Development (USAID)
Duty Station: Arusha, Tanzania
Duty Station: Arusha, Tanzania
Open to: All
East African Nationals including Ugandans
East African Nationals including Ugandans
About US:
The East, Central
and Southern Africa Health Community (ECSA) is a regional intergovernmental
organization established to address the health needs of the member states of
East, Central and Southern Africa by fostering regional cooperation in health.
and Southern Africa Health Community (ECSA) is a regional intergovernmental
organization established to address the health needs of the member states of
East, Central and Southern Africa by fostering regional cooperation in health.
ECSA has the mandate
“to promote and encourage efficiency and relevance in the provision of
health services in the region. ECSA
promotes the highest standards of health for individuals, families and
communities through advocacy, capacity building, brokerage, coordination,
inter-sectoral collaboration and harmonization of health policies and
programs. With the financial and
technical support from the U.S. Agency for International Development (USAID)
ECSA-HC has received funds to obtain consulting/specialist services to develop
a Communication Strategy for the organisation.
The ultimate goal of the strategy is to effectively communicate the
overall strategic direction of the organization as well as its various and
diverse programs with the intention of increasing visibility as well as
positioning ECSA-HC to receive funding support from potential donors.
“to promote and encourage efficiency and relevance in the provision of
health services in the region. ECSA
promotes the highest standards of health for individuals, families and
communities through advocacy, capacity building, brokerage, coordination,
inter-sectoral collaboration and harmonization of health policies and
programs. With the financial and
technical support from the U.S. Agency for International Development (USAID)
ECSA-HC has received funds to obtain consulting/specialist services to develop
a Communication Strategy for the organisation.
The ultimate goal of the strategy is to effectively communicate the
overall strategic direction of the organization as well as its various and
diverse programs with the intention of increasing visibility as well as
positioning ECSA-HC to receive funding support from potential donors.
Given the activities
and number of projects that ECSA is currently executing and the current filing
system in place, ECSA-HC has recognised a need to revamp and improve its filing
system to ensure that there is a seamless flow of documents. It has also noted
the need to improve efficiency in the access of documents including a need for
a clear policy on the organisation’s document management system. With the
financial and technical support from the U.S. Agency for International
Development (USAID) ECSA-HC has received funds to obtain consulting/specialist
services to revamp and set up a modern archiving system for the
organisation. The ultimate goal of the
archiving system is to set up an efficient archiving system that facilitates
the smooth capturing of information to ensure that document flows can be
directed and controlled throughout the organisation. ECSA-HC therefore requires
the services of an archivist on a consultancy basis to set up an archive and
develop a clear policy on documentation, filing, storage and access of
documents both internally and externally. The main objective of this
consultancy is to set up an efficient archiving system that facilitates the
smooth capturing of information to ensure that document flow is directed and
controlled throughout the organisation.
and number of projects that ECSA is currently executing and the current filing
system in place, ECSA-HC has recognised a need to revamp and improve its filing
system to ensure that there is a seamless flow of documents. It has also noted
the need to improve efficiency in the access of documents including a need for
a clear policy on the organisation’s document management system. With the
financial and technical support from the U.S. Agency for International
Development (USAID) ECSA-HC has received funds to obtain consulting/specialist
services to revamp and set up a modern archiving system for the
organisation. The ultimate goal of the
archiving system is to set up an efficient archiving system that facilitates
the smooth capturing of information to ensure that document flows can be
directed and controlled throughout the organisation. ECSA-HC therefore requires
the services of an archivist on a consultancy basis to set up an archive and
develop a clear policy on documentation, filing, storage and access of
documents both internally and externally. The main objective of this
consultancy is to set up an efficient archiving system that facilitates the
smooth capturing of information to ensure that document flow is directed and
controlled throughout the organisation.
Job Summary: The consultant will be required to review and
understand the existing filing system and to ensure that the new system
addresses the gaps within the old system but also that the flow of documents
follows a logical flow, takes into account the various levels of access to
particular documents, ensures that documents are traceable within the system. The
system should also be able to show accesses to particular documents at any one
time and that documents are filed back as required and unauthorised access is
quickly detected. The aim is to automate the process in as much as possible,
with the end result being a paperless office.
understand the existing filing system and to ensure that the new system
addresses the gaps within the old system but also that the flow of documents
follows a logical flow, takes into account the various levels of access to
particular documents, ensures that documents are traceable within the system. The
system should also be able to show accesses to particular documents at any one
time and that documents are filed back as required and unauthorised access is
quickly detected. The aim is to automate the process in as much as possible,
with the end result being a paperless office.
Key Duties and Responsibilities: The expected outputs of the consultancy will
include the following;
include the following;
·
Prepare
a document management plan, implementation of the plan and follow through
Prepare
a document management plan, implementation of the plan and follow through
·
Develop
a procedure/policy for archiving documents, document the filing system and
procedure for retrieving archived documents
Develop
a procedure/policy for archiving documents, document the filing system and
procedure for retrieving archived documents
·
Define
and prepare formats for electronic document storage
Define
and prepare formats for electronic document storage
·
Define
in the policy/procedures and the scope of archiving: such as how project
documents are to be stored, ECSA-HC specific documents, and finance specific
documents (limiting access to finance documents), including storage duration
for each category.
Define
in the policy/procedures and the scope of archiving: such as how project
documents are to be stored, ECSA-HC specific documents, and finance specific
documents (limiting access to finance documents), including storage duration
for each category.
·
Determine
what information needs to be stored in digital form, physical information
(papers/forms) or both
Determine
what information needs to be stored in digital form, physical information
(papers/forms) or both
·
Determine
the duration for which the documents need to be stored
Determine
the duration for which the documents need to be stored
·
Determine
the legal requirements around document storage taking into the requirements of
the various development partners that support ECSA-HC and the policy in place
for ECSA. And define in the new policy how documents should be disposed of when
they have exceeded the required storage duration, taking into account the legal
implications that may affect the disposal of certain documents especially in
regard to project documents.
Determine
the legal requirements around document storage taking into the requirements of
the various development partners that support ECSA-HC and the policy in place
for ECSA. And define in the new policy how documents should be disposed of when
they have exceeded the required storage duration, taking into account the legal
implications that may affect the disposal of certain documents especially in
regard to project documents.
·
Define
the challenges around retention so that the right problems are solved, such
storage space in the short, medium and long term
Define
the challenges around retention so that the right problems are solved, such
storage space in the short, medium and long term
·
Define
the levels of access and set up the require levels.
Define
the levels of access and set up the require levels.
·
Set up
the archive and filing system
Set up
the archive and filing system
·
Propose
a sustainability plan.
Propose
a sustainability plan.
Expected Deliverables; The consultant will provide the following deliverables at the end of the
assignment;
assignment;
·
A
document management system plan and implementation
A
document management system plan and implementation
·
A policy
and procedures manual for documentation and information management, storage,
access and flow within the organisation
A policy
and procedures manual for documentation and information management, storage,
access and flow within the organisation
·
An
archive set up
An
archive set up
·
Follow
through and/or sustainability Plan
Follow
through and/or sustainability Plan
Reporting; The
consultant will report directly to the Director of Operations and Institutional
Development in conjunction with heads of directorates to ensure that the
various directorates’ needs have been addressed. The consultant will be
expected to report back to the team within 5 days of starting the assignment
with a complete document management plan and how the plan will be implemented,
including initial stage implementation in place. Report in next 5 working days
on archive set up and initial stage set up already in place, report back to the
team in subsequent 10 days on the progress of the implementation of the
management plan and archive, and a draft policy and procedures manual for
documentation and information management system, subsequently the consultant
will report within 10 days on the follow through and sustainability plan.
consultant will report directly to the Director of Operations and Institutional
Development in conjunction with heads of directorates to ensure that the
various directorates’ needs have been addressed. The consultant will be
expected to report back to the team within 5 days of starting the assignment
with a complete document management plan and how the plan will be implemented,
including initial stage implementation in place. Report in next 5 working days
on archive set up and initial stage set up already in place, report back to the
team in subsequent 10 days on the progress of the implementation of the
management plan and archive, and a draft policy and procedures manual for
documentation and information management system, subsequently the consultant
will report within 10 days on the follow through and sustainability plan.
Qualifications, Skills and Experience:
·
The applicant
must hold a Master’s degree in library science or archiving or information
management. A bachelor’s degree in the same disciplines plus 8 years of working
experience in documentation and/or archiving may be considered in lieu of a
Master’s degree
The applicant
must hold a Master’s degree in library science or archiving or information
management. A bachelor’s degree in the same disciplines plus 8 years of working
experience in documentation and/or archiving may be considered in lieu of a
Master’s degree
·
Experience
in setting up large documentation and archiving systems
Experience
in setting up large documentation and archiving systems
·
Experience
in setting up automated filing and archiving systems
Experience
in setting up automated filing and archiving systems
·
Knowledge
of integrated document management, and laws governing the management of
information
Knowledge
of integrated document management, and laws governing the management of
information
·
Excellent
knowledge of office systems software
Excellent
knowledge of office systems software
·
Excellent
grasp of archive management software
Excellent
grasp of archive management software
How to Apply:
Qualified
individuals and firms are required to submit the following:
individuals and firms are required to submit the following:
·
If
applying as a company or organizations, a profile of your company, including
relevant past experience, and a list of at least 3 current or past clients with
whom you have provided similar services, including contact information, a copy
of your current legal registration certificate.
If
applying as a company or organizations, a profile of your company, including
relevant past experience, and a list of at least 3 current or past clients with
whom you have provided similar services, including contact information, a copy
of your current legal registration certificate.
·
CVs of
all people who are proposed for this work.
CVs of
all people who are proposed for this work.
·
A cover
letter describing experience in document management and archiving.
A cover
letter describing experience in document management and archiving.
·
An estimated
budget for the activity or daily rate for individuals.
An estimated
budget for the activity or daily rate for individuals.
Proposals should be
submitted via email to babwang@jhuccpug.org
submitted via email to babwang@jhuccpug.org
Additional terms/
information on the contract:
information on the contract:
The contract for
this service will be entered into directly with Johns Hopkins University Center
for Communication Programs on behalf of her partner ECSA-HC. In this respect,
the Johns Hopkins University Center for Communication Programs procedures and
conditions for contracts of this nature will apply. CCP will pay a daily rate commensurate with
past income history. The duration of the
task will not exceed 30 days. The
consultant will be expected to work at the ECSA-HC Offices in Arusha, Tanzania
and all allowable travel expenses associated with the scope of work will be the
responsibility of Johns Hopkins University Center for Communication Programs.
this service will be entered into directly with Johns Hopkins University Center
for Communication Programs on behalf of her partner ECSA-HC. In this respect,
the Johns Hopkins University Center for Communication Programs procedures and
conditions for contracts of this nature will apply. CCP will pay a daily rate commensurate with
past income history. The duration of the
task will not exceed 30 days. The
consultant will be expected to work at the ECSA-HC Offices in Arusha, Tanzania
and all allowable travel expenses associated with the scope of work will be the
responsibility of Johns Hopkins University Center for Communication Programs.
Deadline: Friday 14th September 2018 by 5:00pm
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