Terms of Reference

							                                     TERMS OF REFERENCE
Job Title: Project Coordinator, Information Systems Specialist (Consultant)
Duty Station: New York, NY
Type of Contract: SSA
Duration of initial contract: 6 months
Languages required: English
Starting Date: 15 June 2011- 31 December 2011

Background

The UN Trust Fund in Support of Actions to Eliminate Violence against Women (“UN Trust Fund”) was
established by General Assembly Resolution 50/166, with UN Women as the Fund’s Administrator on
behalf of the UN system. The UN Trust Fund is a leading multi-lateral grant-making mechanism
providing support for governments, non-governmental organizations and UN Country Teams working
to address the global pandemic of violence against women and girls. To date, the UN Trust Fund has
awarded 317 grants to organizations in 124 countries and territories. Currently, the UN Trust Fund
portfolio includes over 80 active grants. With its annual call for proposals, the UN Trust Fund receives
close to 2,000 applications a year, having received 2,572 applications in response to its 2010 Call
alone.

The Fund is now seeking the services of an Information Systems Specialist to oversee the design of
the new web-based grant management and reporting system and provide web content services to
meet the Fund needs. Once fully functional, the web-based information management system will
enable: grantees to upload programme documents, reports and knowledge products, as well as
submit quantitative data on progress towards programme results indicators; and the UN Trust Fund
and UN Women staff to monitor application and grant status and submission of required
documentation; track progress towards programme results indicators; and generate a number of
matrices and charts, among many other monitoring and reporting functions.

Description of responsibilities

Under the guidance of the UN Trust Fund Section Chief, the Information Systems Specialist will:

1. Oversee the development of the online grants management and reporting platform to be
   launched by December 2011.
Working closely with a cross sectional team at UN WOMEN, including ICT and other programmes/
funds, the Project Coordinator will:
   Analyze, document and ensure the completion of UN Trust Fund needs in the design
      development of the new information management system for grant management, reporting
      and indicator tracking processes.
   Assist in the procurement process to select the vendor for system development, identifying
      and signing-off the list of requirements, unit/ integration/ user acceptance testing, training and
      rollout support.
   Coordinate with vendor and project team during systems development process, ensuring
      coherence, fulfillment of requirements, and adherence to set time-lines.

                                                                                                      1
     Produce and update documentation needed for the testing, implementation and maintenance
      of the new system.
     Develop and maintain user documentation as well as an internal Policy and Procedure Manual
      and ensure policies are being abided by.

2. Manage the technical aspects of the 2011 online grant-application system that will be
   announced end-November 2011.
Working closely with the UN Trust Fund Chief and Call Coordinator, the Project Coordinator will:
  Develop and manage the technical side of 2011 online application system including beta-
     testing the new application and ensuring a smooth roll-out in November 2011.
  Provide assistance to users including applicants, grantees, UN Trust Fund Secretariat staff and
     UN Women staff in the field offices during the open application period.
  Control user access, permissions and privileges and other database responsibilities for the UN
     Trust Fund staff, expert consultants and sub-regional programme offices.
  Run database reports and exports as requested by the UN Trust Fund Chief.

3. Provide support to the content management needs for the UN Trust Fund:
Working closely with the UN Trust Fund Chief and Communications Analyst, the Project Coordinator
will:
  Engage in strategic planning and liaise with UN Women knowledge management team to
      integrate the UN Trust Fund’s requirements into UN Women’s broader knowledge
      management platform.
  Assist in drafting, editing and updating content related to the UN Trust Fund for corporate
      websites (Intranet and external web sites).
  Assist in improving on-line communication of the UN Trust Fund’s work and achievements,
      through its websites and other media tools (photos, videos, etc.).
   Serve as the lead focal point for the upkeep of the UN Trust Fund’s intranet.

Competencies

Knowledge Management and Learning:
 Actively works towards continuing personal learning and development in one or more practice
   areas, acts on learning plan and applies newly acquired skills.
 Understanding of the principles for creating and maintaining communities of practice.
 Understanding of concepts tools and features of help desk operations and of knowledge
   dissemination via web-based publishing.
 Ability to communicate with colleagues in an efficient way and conduct training.
Management and Leadership:
 Builds strong relationships with clients, focuses on impact and result for the client and responds
   positively to feedback.
 Consistently approaches work with energy and a positive, constructive attitude.
 Demonstrates good oral and written communication skills.
 Hands-On, operational, solutions focused, creative and resourceful.
 Open to change with the ability to manage complex situations and deliver timely results.
 Demonstrated ability to juggle competing demands, to manage time effectively and adhere to
   deadlines.

                                                                                                  2
   Demonstrated initiative and ability to work independently.
   Excellent interpersonal skills to support building networks, partnerships and staff collegiality.
   Works collaboratively with colleagues to achieve organizational goals.
Information Systems Competencies:
 Proven knowledge of database and website design and implementation.
 Familiarity with web design and various types of web content management systems.
 Experience managing large database projects preferred.
 Knowledge and experience with philanthropy and grant-making process desirable.
 Keeps updated on available technology; Understands applicability and limitation of technology to
    the work of the office.

Required Skills and Experience

Education:
 Advanced university degree (master's or equivalent) in relevant field.
Experience:
 Minimum of 5 years’ working experience at the national or international level in managing
   database and content management systems.
 Ability to handle complex business problems within the context of technical solutions.
 Ability to develop and maintain strong client relationships.
 Experience in Web programming (PHP, .NET), Databases (Oracle, SQL/Server) and SharePoint
   2010 is preferred.
Language Requirements:
 Fluency in English. Knowledge of another UN language would be an asset.




                                                                                                        3