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Contract type: Consultant
Duty Station: Stockholm
Level: Consultancy
Location: Sweden
Categories: Information Communication Technology
UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
And we never give up.
For every child, innovate...
UNICEF has a 70-year history of innovating for children. We believe that new approaches, partnerships and technologies that support realizing children’s rights are critical to improving their lives.
The Office of Innovation is a creative, interactive, and agile team in UNICEF. We sit at a unique intersection, where an organization that works on huge global issues meets the startup thinking, the technology, and the partners that turn this energy into scalable solutions. We're an interdisciplinary team around the world tasked with identifying, prototyping, and scaling new technologies and practices.
How can you make a difference?
You will facilitate a transformation in how we use collaboration and communication tools to support internal collaboration, and easy access to knowledge management tools, making access to guidance, documents and collaboration easy and intuitive, using tools that are attractive and reflect the personality of the Office of Innovation. You will work with all teams across the Office of Innovation, to build solutions to meet the needs of the office.
While the SharePoint collaboration platforms have been established for the Office of Innovation and use of the Team drive is well institutionalized, the configuration of the internally focused digital workplace / collaboration sites (OOI Team drives) remains basic, replicating document repository structures, and not optimizing the functionality within SharePoint to have a user-friendly and intuitive internal information system. The consultancy aims to support a redesign to create an ‘OOI intranet’ using SharePoint and other digital platforms (including where appropriate chatbots, mobile apps or other innovative solutions) and support relevant staff with the necessary skills to use, maintain and evolve the collaboration spaces as needed.
In consultation with users, the consultant will generate a deep understanding of the information and collaboration needs across OOI and design an ecosystem of collaboration sites and communication tools and protocols that would constitute an OOI Intranet and a revitalized internal communication strategy. The solutions should support, among other things: easy access to information, guidance and process flows; attractive onboarding pages to support new staff; effective record management and audit trail for transactional processes; and collaboration libraries specific to OOI Teams and for enabling cross-functional collaboration.
As far as possible, solutions should reflect the context and culture of the Office of Innovation making use of innovative tools where appropriate. The solutions need to enable communication and collaboration across multiple locations and time zones.
Your main responsibilities will be:
We seek a strong self-motivated consultant who can work with and across diverse teams to help build quality tools and protocols for enhanced collaboration, coordination, and communication. Specifically, you will ensure:
- Consultation with users in each Team on:
- The existing systems for internal communication, collaboration, and document management
- What they need for internal information and record management purposes, for their own Team and for sharing with other teams across OOI
- Design of the possible solutions and sites, for specific Teams and for an ecosystem of tools in support of the identified needs
- Configuration
- Working with the digital workplace focal points as ‘site owners’, configure each collaboration site, and establish effective library structure for the appropriate site. It is anticipated that these will be the Programme Associates for each Team
- Set up pages and other links as needed for ease of access and use, relevant for the platform identified
- Establish appropriate permissions protocols, and ensure set up correctly
- Advise site owners on site management and strategies. Different publishers may be responsible for different areas of the site, e.g. newsletter, document management system, calendar, travel plans etc.
- In collaboration with site owners, ensure all users are synced with the digital workplace tools, where relevant
- Work with Teams and the digital workplace focal points, to ensure that content libraries are adequately structured, appropriate content has been migrated and tagged
- Train the digital workplace focal points in SharePoint design skills, so that they are able to continue to evolve the site as needs arise. On specific tasks such as but not limited to:
- Creating pages, quick links, views and other features
- Uploading documents and tagging appropriately
- Document management
- Train site owners in permissions management to be able to maintain the access going forward
- Documentation
- Draft a short but clear internal communication strategy to set out the ecosystems of communication and collaboration tools, and the protocols for appropriate use and responsibilities for continued maintenance
- Final report of the overall journey and any further recommendations for improved team collaboration and coordination.
Description of assignment
The key sets of tasks are outlined below. The consultant should prepare a detailed three-month rolling action plan to ensure that different elements are moving forward consistently. Some solutions may need iteration as feedback is gathered following implementation.
It is anticipated that the consultancy will require 100 days over a one-year period, to allow time for scheduling consultations and for testing solutions in place.
Please access the full ToR with related information here TOR Digital workspace transformation - August 2023.docx
To qualify as an advocate for every child you will have…
- An advanced university degree (Master’s or higher) in business administration, organizational design / psychology, systems design or other relevant field.
- A minimum of 5 years of relevant professional experience in management consulting in relevant areas
- Proven experience in managing O365 rollout and training
- Experience in design of other collaboration tools, apps etc
- Substantial experience in systems change and adoption, user-centred design
- Proven experience in planning / coordinating inter-office projects
- Knowledge / experience in SharePoint site management highly desirable
- Demonstrated experience in communication, knowledge management or document management
- Good written and communication skills.
- Excellent working with people skills
- Fluency in written and spoken English is required.
For every Child, you demonstrate…
UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.
View our competency framework at
http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf
UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.
UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
Payment details and further considerations
- Monthly payment, based on completed tasks and progress reports, approved upon monthly review with supervisor.
- Consultant is responsible for his/her own health and travel insurance
- Consultant is eligible for standard DSA for all work-related travel
Please find attached the financial proposal template Consultancy Financial Offer template.docx
Advertised: 07 Jul 2023 W. Europe Daylight Time
Deadline: 21 Jul 2023 W. Europe Daylight Time
