Consultancy Services for a Records Management and Archival Policy at International Planned Parenthood Federation (IPPF)

Job Title: Consultancy Services for a Records Management and Archival Policy

Employer: The International Planned Parenthood Federation (IPPF)

Duty Station: Nairobi, Kenya

Application Deadline: 30th Nov 2013
Background

The International Planned Parenthood Federation (IPPF) is the world’s largest non-governmental organization working in the field of sexual and reproductive health information and services.

It has 6 Regional Offices - Western Hemisphere based in New York; East and South East Asia and Oceania Region based in Kuala Lumpur; Arab World Region based in Tunis; South Asia Region based in New Delhi; European Network based in Brussels and the Africa Region based in Nairobi.

The international secretariat is in London, United Kingdom.

IPPF works in over 172 countries in the world through a network of autonomous family planning associations called Member Associations (MAs).

The MAs provide sexual and reproductive health information and services through 65,000 service points.

These services include family planning, post abortion care, maternal and child health, and STI and HIV treatment, prevention and care.

The Regional Office based in Nairobi works in 42 countries in Africa.

It provides technical support on sexual and reproductive health and rights programming and cross-cutting issues such as Gender Rights & Sexuality, Commodity Security and Financial Management; and oversees the funding given.

We are seeking a qualified vendor to assist us in developing a records management and archival policy.

Scope of work

a) Assess the current space, volumes of paper per department/unit (both personal and public)

b) Assess what each staff does with regard to filing (roles and responsibilities) and propose a future workable structure

c) Evaluate existing policies that speak to the development of the records management policy

Expected output

a) A records management and archival policy that suits IPPF Africa Regional Office and which is developed in a participatory process (record classification, file creation and management, records scheduling, retention schedules and disaster recovery)

b) An agreed terms of reference for creating a manual filing system and an implementation plan for the manual filing system

c) An agreed terms of reference for an electronic filing system + an implementation plan to move the Regional Office from manual to electronic filing system

Key requirements:

• The vendor will possess excellent skills in all areas of the NGO records management life cycle
• The vendor will have experience in writing policies for small to medium size enterprise as well as be familiar with Kenyan laws regarding records management
• At least 8 years experience consulting to International NGOs on Records Management policy assessment and development as well as system implementation efforts
• Strong knowledge of Records Management issues facing International NGOs including expertise in the management of electronic records
• Experience developing records management policies and retention schedules
• Knowledge of the leading Records Management systems in use at International NGOs, including system implementation efforts

How to Apply:

Understanding of the business cycles of NGOs, including risk management issues

Please submit proposal with a detailed budget to: ippfarbids@ippfaro.org

Canvassing will automatically lead to disqualification.