Duties and Accountabilities Information Management Consultant

The consultant will be expected to support the team carry out the following tasks in the areas indicated:

Records Management Support

• Become familiar with units supported (functions, activities, and business processes; Records Retention Schedule; SharePoint implementation; IT systems in use; organizational chart, etc.).
• Provide support and direction on the management of records to units, including, but not limited to: good records management practices; use of SharePoint Online capabilities; administration of folder structures in SharePoint and other M365 applications, etc.

Outreach and Training  

• Design, develop and deliver training on records management and records management systems.
• Draft quarterly records management newsletters.
• Build and facilitate the Records and Information Community of Practice via Microsoft VIVA.
• Develop IFC specific guidance and learning materials for IFC staff, IFC new hires, IFC staff leaving the Bank, etc.
• Engage with and support Country Offices to comply with their records management responsibilities.
• Revise and suggest improvements of training materials.

SharePoint Files solution support (based on Microsoft SharePoint Online)             

• Functional support to the SharePoint Files application, including but not limited to:
• Optimize the document and records management landscape of selected units.
• Introduce improvements post implementation.
• Apply retention labels to legacy and new content.
• Develop quarterly monitoring reports on filing trends.
• Provide daily support to clients with functional issues or questions.

Appraisal and Disposition           

• Perform the appraisal of expired M365 solutions (MS Teams, intranet sites, etc.) and other records.
• Support the disposition process for expired digital records.
• Support the In-Place Records Management Team with the implementation of records controls in IFC applications.
• Support units with the transfer of analog records and guide clients on applying the appropriate disposition authorities to their records.

Other   

• Participate in discussions and presentations regarding the development, design, enhancements, and gathering of user requirements for information management systems.
• Be an active participant in ITSAR’s day to day projects and responsibilities.

Check, Procurement Analyst at UNDP in Port-au-Prince, Haiti

Selection Criteria

• Bachelor’s or Master’s degree in Archives, Records Management, Information Science, or related field with 2 years relevant experience OR equivalent combination of education and experience.
• In-depth understanding and practical experience with standards and good practices for records management, records appraisal, and records disposition.
• Experience with the records management solution for the Microsoft 365 platform and/or with using other electronic records management systems.
• Ability to develop out-of-box solutions and customizations on Microsoft Office 365 platform and experience with Microsoft Power Automate would be an asset.
• Excellent multitasking and organizational skills; ability to plan and prioritize own work, as well as within the context of the needs of the team and resolve competing demands and deadlines; take initiative in thinking about next steps.
• Proven ability to develop and maintain good working relationships with staff at different levels across the organization; ability to interact with discretion and diplomacy in a constructive and professional manner; ability to collaborate with other team members and contribute productively to the team’s work and output.
• Ability to communicate information graphically in an appealing way for reporting and other communication needs.
• Conceptual, analytic, and innovative problem-solving ability.
• Hands-on and results-oriented approach.
• Excellent oral and written communication skills in English; ability to write concise and accurate reports, and good public outreach skills.
• Curiosity in the WBG’s work and familiarity with its mission and objectives.