PAM recrute 01 Assistant de Gestion (Archivage)
This position is based in the WFP Regional Bureau for Western Africa in Dakar (RBD), Senegal. The Regional Bureau covers a wide range of countries in Western Africa, and provides strategic guidance, political/technical support and direction for WFP operations and programmes in the region, which is a mix of culture, people, and diversity.
WFP is getting ready to relocate to UN House Senegal in Diamniadio, along with other UN agencies based in Dakar, Senegal, and is taking the opportunity to reorganize its records and carry out physical and electronic archiving.
The incumbent of this position will coordinate and provide high-quality document archiving services to all units of the RBD and Senegal Country Offices in Dakar. The process will need to be guided by the WFP’s current data retention policy and taxonomy. The incumbent should take initiatives, work independently, and use common sense to manage possible contingencies and problems.
Job description
Under the direct supervision of the UN Reform focal point (Management Services – Administration Unit), the incumbent will be responsible for (not all-inclusive, nor exhaustive):
- Analyze the procedures for archiving and storing physical documents and the infrastructure set up by WFP.
- Provide a mixed physical and digital document management solution in accordance with WFP’s archiving system and manual.
- Prepare a plan on how the archiving will be conducted.
- Ensure the smooth running of the project and completion of tasks on time.
- Effectively manage documents, based on WFP taxonomy, with respect to identification, classification, labeling and physical and digital storage.
- Liaise with WFP headquarters and the Regional Bureau for better coordination to comply with WFP procedures.
- Maintain a tracking of the related tasks.
- Provide weekly communication/reporting on the progress of the archiving project.
- Identify any issue and inform the supervisor on time while proposing solutions to identified problems.
- Provide monthly reports on the progress of the project.
- Develop the Standard Operating Procedures (SOP) for RBD Office records management.
- Share skills and knowledge with staff on document storage and archiving techniques to ensure ownership post-mission.
- Provide an end-of-mission report.
Job requirements
- Education: Completion of secondary school education and training or certification in archiving and document management.
- Experience: A minimum of four (4) years of experience in delivering administration services in physical and electronic archiving is mandatory.
- Languages: Fluency (level C in reading, writing and speaking) in French and intermediate level (level B) in Enlish
Deadline for application: 31 August 2023
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