Junior Consultancy Service for Managing Documentation for AU-IBAR - Terms of References - 1

Context and Rationale

AU-IBAR implements projects directly, as well as through sub-delegatees such as RECs, which undertake regional level activities, Member States, which undertake national activities and NGOs that implement activities in the field and have contacts with communities and institutions at the field level.

Implementation of activities through sub-delegatees contracted by AU-IBAR is not done under a comprehensive framework of procedures for sub-delegation, which cover all aspects of sub-delegation. A comprehensive document that could be applied by all projects has not yet been developed and adopted for routine used. As a result, implementation modalities vary from one project to another.

AU-IBAR has no established procedures for selecting sub-delegatees and assessing their implementation capacities before their engagement; however, a tool been piloted recently should be validated and rolled out.

AU-IBAR wishes to reinforce its internal control process and procedures and to conduct a thorough review of the current modalities relating to proper documentation services, with a view to establishing document management modalities and procedures based on international best practices and standards for routine application.

Objectives and Expected Results

The objective of the assignment is to document best practices relating to document management activities and in particular the following issues:

• Support collection & maintenance of documents and entry onto the Sharepoint system.
• Scan documents and process them into the Sharepoint system.
• Participate in classification of documents and clear labelling of files and shelves.
• Assist in the processing of data and information and presenting it in the format most useful for analysis (e.g. reports)
• Work in collaboration with IBAR staff and regional partners, update regional mailing list database.
• Assist in structured dissemination of IBAR information products and services (e.g. reports) through, hard copies, soft copies, regional mailing lists and websites.
• Input all relevant documents onto the Centralized Filing System Sharepoint.
• Participate in proper filing of documents and maintenance of the filing.
• Participate in responding in routine queries regarding documentation and giving end user support.
• And any other components that may be relevant to proper and effective documentation.
• Prepare a report to AU-IBAR upon completion of the assignment.

Tasks - Methodology – Available Information

The tasks that will be undertaken by the consultant will be:

• To review AU-IBAR’s current documentation practices and procedures, in comparison with internationally accepted best practices and/or standards;
• To develop processes and procedures for documentation with adequate controls;
• To document/ build up a comprehensive system for the processes and procedures of the documentation activities at AU-IBAR.

Location – Duration

The total duration of the assignment will be 3 (three) months at a rate of USD1467.11 monthly.
The consultant will be expected to work from the AU-IBAR offices.

Academic Qualifications

• Diploma in Library Science/Information Science/Records Management or equivalent
• A minimum of ten (10) years experience in a similar role
• Strong computer skills; proven ability to use standard technology packages, Word, PowerPoint, Excel, Internet.
• Basic knowledge of web editing.

HOW TO APPLY:

The consultant must submit an application composed of:

• A detailed CV and all relevant testimonials.
• A cover letter stating reasons why they should be considered.

The address for submission of the application is:
African Union - Interafrican Bureau for Animal Resources (AU-IBAR)
Kenindia Business Park, Museum Hill, Westlands Road
P.O. Box 30786 00100, Nairobi, Kenya

Email: procurement@au-ibar.org

The deadline for submission is 12 February 201 at 15h00 Nairobi Time.