Job Vacancy In Swisscontact,Job Vacancy For Documentation and Database Officer, 97 views0 applications

VACANCY ANNOUNCEMENT

Organization: Swisscontact

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Swisscontact is a leading partner organisation for the implementation of international development projects. We promote inclusive economic, social and ecological development to make an effective contribution towards sustainable and widespread prosperity in developing and emerging economies.

Government of Nepal (GoN) and Government of Switzerland have been implementing Nepal Vocational Qualifications System Project (NVQS-P) since 2015. The Swiss Agency for Development and Cooperation (SDC) is providing financial and technical assistance to the GoN (Council for Technical Education and Vocational Training (CTEVT)/Ministry of Education, Science and Technology (MoEST)) for the implementation of the project. Swisscontact Nepal has set up a technical assistance team- Project Support Unit (PSU) on behalf of SDC.

For the second Phase of NVQS-P, we invite applications from committed and experienced Nepali citizens for the following position.

Position: Documentation & Database Officer

Number of Vacancies: 1

Location: NVQS PSU Office, Bhaktapur with occasional field-visits

Reports to: Deputy Team Leader – Management

Duration: One year with possibility of extension

Purpose of the Job

Under the direct supervision of Deputy Team Leader – Management, this position is responsible to support the design and implementation of the project documentation and database strategies ensuring adherence to the log frame targets and secure the sustained system of documentation and data retrieval.

Essential Functions and Responsibilities

1. Compliance to the policies, rules/regulations, and guidelines

  • Adhere relevant policies, procedures, rules, regulations and guidelines of Swisscontact Nepal (Financial and Operation Manuals, Code of Conduct Against Corruption, Conflict of Interest, Basic Operating Guideline (BoG), Local Security Management Plan, Gender Equality and Social Inclusion Guideline and other specific policies guidelines and manuals applicable for the NVQS-II).

2. Ensure the smooth data acquisition and management system at NVQS (40%)

  • Design systems for document and data storage and retrieval and facilitate project team on efficient system usage.
  • Develop and implement efficient procedures for data backup, restore, data validation, and security to ensure data integrity and availability with fast and easy access to required information.
  • Consolidate operational information on a regular schedule, support to design and implement sustainable information management and dissemination systems for the project.
  • Establish system for storage, cataloguing and retrieval of data and information.
  • Manage and maintain the developed system by assigning access to relevant people, maintaining integrity of working documents, updating documentation and database when revised and removing obsolete documents.
  • Ensure document and database security.
  • Establish a working relation with database personnel under PCU and work closely and contribute to smoothen the database acquisition and management at PCU.

3. Assist to establish and operationalize documentation and knowledge management system at NVQS (40%)

  • Take an overall responsibility for management of information and data of the project with the support of KM specialist.
  • Prepare strategy, manuals, process documents related to the database and documentation for the project.
  • Establish system for storage, cataloguing and retrieval of documents and information (including photographs).
  • Keep track of the documentation resources created by other colleagues and help systematize them.
  • Assist in preparation of concept notes, quarterly progress report, annual progress report, project related documents and other reporting requirements in accordance with Swisscontact CD manual, NVQS Communication Strategy and donor requirements.
  • Assist to prepare communication strategy and tools and help with its implementation.
  • Work closely with the project staff to strengthen results management and reporting.
  • Support project staff in organizing and managing events such as seminars, workshops, press conferences etc. and produce reports and stories of the event.
  • Assist in preparation of communication materials and knowledge products and ensure its proper documentation.
  • Provide support for design and editorial service to prepare documents and communication materials in coordination with CKMS (Reports of workshops, Technical Guidelines, Annual Reports, Manuals, Flip charts, Posters, Presentations etc.).

4. Assist to provide computer operating system support within NVQS (20%)

  • Support to ensure the smooth operation of IT system at NVQS in close coordination with Administration and Finance Manager and IT focal person at the Country Office.
  • Extend support to other staff members to resolve IT related problems.
  • Provide support for Nepali and English typing, and formatting as required.

5. Other Specific Responsibilities

  • Professionally discharge other tasks assigned by the project management.
  • Be proactive in bringing innovation and taking new initiative in the project in coordination with project management.
  • Proactively seek and contribute to inter-project collaboration with other inhouse projects of Swisscontact Nepal whereas possible.

Qualification and Experience

The individual must conform to the following qualifications and expertise:

  • Bachelor’s degree in Computer/Information Technology (IT) or other relevant fields.
  • Minimum of three years relevant working experience in IT, database, communication and documentation or other related field.
  • Candidate should have an extensive experience in IT and database management and documentation.
  • Good knowledge of new technologies and experience of providing IT support will be an asset.

Competencies

  • High level of motivation and good communication, social, and interpersonal skills.
  • Ability to work and act under pressure and with discretion in a politically sensitive and diverse environment.
  • Respect and sensitivity towards cultural, gender, ethnicity, and religious diversity.
  • Promotes a knowledge sharing and learning culture within the project and outside.
  • Demonstrates openness to change and ability to manage complexities.
  • Self-development, initiative-taking.
  • Demonstrating/safeguarding ethics and integrity.
  • Acting as a team player and facilitating teamwork.
  • Excellent time management, problem-prevention, and problem-solving skills.
  • Ability to work accurately with close attention to detail, and to meet deadlines.
  • Ability to keep sensitive information confidential.
  • Competent IT skills, including experience of Word, Excel, Access, PowerPoint, and Project Management tools.
  • Fluency in written and spoken English and Nepali languages are a must.

Working Conditions and Environment

  • This will be applicable in accordance with the Swisscontact Staff Manual.

Last date to apply: 15 December 2020.

HOW TO APPLY

Interested candidates who meet the above requirements can submit – (a) Job Application Form, (b) Current CV with at least two referees and (c) a Cover Letter to [email protected] latest by 15 December 2020. The detailed job description and Job Application Form can be obtained through our website.
https://www.swisscontact.org/nepal/jobs

Please mention the position applied for in the “subject” line of your email.

Swisscontact Nepal shall not entertain any phone enquiries or other such solicitations for these positions. Only shortlisted candidates will be contacted for the selection process. Swisscontact Nepal reserves the right to reject any or all applications.

Swisscontact Nepal promotes workforce diversity and applies positive discrimination to candidates from discriminated groups (Women, Dalit, Janajati, Madhesi/Terai and other minority communities).

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