Record and Archive Management Assistant
Vacancy Number: Pr18/01743
Contacts:
Mr. Leonid Mazilu.
leonid.mazilu@undp.org
Background
Under the guidance and direct supervision of the Finance Associate/Procurement Associate and Project Manager the incumbent assists in the effective and efficient implementation of UNDP Moldova Project Close-out activities including but not limited to archiving responsibilities.
The Record and Archive Management Assistant applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with UNDP rules and regulations.
The Record and Archive Management Assistant will work in close collaboration with the Project team as well as the team in the Country Office (CO) for effective achievement of results, anticipating and contributing to resolving routine programme/project–related issues and information delivery. The incumbent is expected to exercise full compliance with UNDP Moldova Archiving Guide related to programming, financial, procurement and administrative matters, regulations, policies and strategies, as well as implementation of the effective internal archiving control systems.
UNDP records, regardless of physical form or characteristic, are the property of the organisation. They shall not be destroyed or removed from originating units, except in accordance with established guidelines, or with the approval of and in consultation with management of the originating office.
Scope of work
The Record and Archive Management Assistant, in close cooperation with the project team, under the direct guidance and supervision of the Finance Associate/Procurement Associate and Project Manager, will ensure the compliance of the Project archiving packages with the requirements of the UNDP Country Office Archiving Guide. In addition, the Record and Archive Management Assistant will assist both the Finance Associate/Procurement Associate and Project Manager, and other project staff in implementation of day-to-day activities, when needed.
More specifically, the Consultant will be involved in the archiving activities related to:
- ACP Online System (intranet.undp.org/acponline/) for CAP/RACP procurement processes;
- ATLAS (partneragencies.org) for accounts payable, accounts receivable, travel requests/claims and supporting documents, payroll, purchase orders, HR online applications, international recruitment processes;
- Evaluation Resource Centre (erc.undp.org) for Projects/Programme Evaluation Reports;
- Global Shared Service Unit (info.undp.org/gssu/) for HR policies, rules and regulations, procedures and templates; information related to assets and other finance information;
- International Civil Service Commission (icsc.un.org) for salary scales for Fixed Term Contracts and Temporary Appointments, Daily Subsistence Allowance rates;
- Intranet (intranet.undp.org) for SOP, policies, rules, regulations, guidelines, templates, memos, training materials, Universal Price Lists, Local Price Lists, Combined Delivery Reports, Cost Sharing Agreements, important communication, other general information for all staff;
- Performance Management and Development Online Tool (rca.undp.org during 2006-2012; hr.partneragencies.org during 2013-2016; talentmanagement.undp.org starting with 2017) for performance evaluations of Fixed Term Appointment staff;
- Programme and Operations Policies and Procedures (popp.undp.org) for policies, rules and regulations;
- Project Documents Center (intranet.undp.org/docs/pdc/) for Project Documents, Local Project Appraisal Committee Minutes, Board Minutes, Steering Committee Minutes, Project Reports;
- UN Documents (undocs.org) is an official online database of UN documents, including documents of the Security Council, the General Assembly, the Economic and Social Council and their subsidiaries, as well as administrative issuances and other documents;
- UN Treasury (treasury.un.org) for UN operational rates of exchange;
- UNDP Jobs (jobs-admin.undp.org) for announcements and applications for individual contracts for international positions, internship applications.
- Work within the Project team to scan the Procurement and Finance records within the period specified under the project life.
- Package in archive boxes or files and arrange Procurement and Finance records according to the UNDP Moldova archiving guidelines and archiving plan;
- Prepare an inventory/assets list of the Procurement office records; retrieve all files earmarked for archiving storage;
- Create, edit and maintain records/registries in various content management systems, including Assets Management, Procurement evidence, Financial Reporting documents, Travel Management, Programme deliverables, etc.
- Assist the Project Associates in all administrative-related matters, such as logistics support to different events organized by the project;
- Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
- Provide other support when required by project management.
For detailed information, please refer to Annex 1 – Terms of Reference.
Requirements for experience
Academic Qualification:
- University Degree in economics, finance, accounting, law, public administration or another related field.
Experience:
- Previous experience in development assistance or related work for a donor organization;
- Previous experience in assignments within consulting companies or NGO;
- Previous experience in assignments within audit companies;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Experience in handling of web based management systems;
- Experience in Projects close-out activities;
- Volunteer Experience;
Competencies:
- Effective communication skills with different categories of people;
- Excellent self-organisation abilities;
- Ability to work in a team; initiative, resourcefulness, timeliness;
- Computer literacy and ability to effectively use office technology equipment, IT tools.
Language requirements:
Good knowledge of Romanian, Russian and English languages;
Documents to be included
- P11 form including past experience in similar projects and at least 3 references;
- Financial offer: All-inclusive remuneration rate per consultancy day and total lump sum amount for the assignment;
- Offeror's Letter confirming Interest and Availability
Financial proposal
The financial proposal shall specify a total lump sum amount for the assignment and the remuneration rate per day. The remuneration rate per day should be all-inclusive and shall cover fee, taxes, travel costs, accommodation costs, communication, etc. Payments are based upon output, i.e. upon delivery of the services specified in the TOR. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including fees, taxes, travel costs, accommodation costs, communication, and number of anticipated working days).
Disclaimer
In case of discrepancies between the text published on the website and the contents of the supporting documents, the provisions, instructions and conditions included in the supporting documents (published as Adobe Portable Document Format files) shall prevail. In case of discrepancies between the English version and the Romanian and/or Russian versions of text, documents or other content published on this webpage, the English version shall prevail.
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Republic of Moldova 
