National Consultant: To Establish a Robust and Well-Structured Filling & Cataloguing System

The Position:

UNFPA Ghana has recently set up a physical archive dedicated to centralizing and preserving its important institutional documents and records. While the physical space for the archive has been designated, it currently lacks a properly structured and standardized Records Management System (RMS) to systematically govern file classification, retention, security, and indexing.

The organisation requires an Individual Consultant specializing in Information and Records Management to systematically evaluate existing records, establish a functional archiving room layout,create a digital archive tracking system, and train internal staff on archiving compliance and procedures.
 

You will report to the International Operations Manager

How you can make a difference:

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.

In a world where fundamental human rights are at risk, we need principled and ethical staff who embody these international norms and standards and will defend them courageously and with full conviction.

UNFPA is seeking candidates who transform, inspire, and deliver high-impact sustained results, ensuring effective external relations, communications, partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results

Job Purpose:

The primary objective of this consultancy is to establish a robust, and well-structured filing and cataloguing system for the organization's archive. The consultant will utilize library science and records management best practices to ensure clear organization, accurate labeling, and ease of physical and digital retrieval across all archived materials.

You would be responsible for:

•  Conduct a comprehensive audit of all physical files designated for the archiving room and define a standardized file classification system.
• Design and implement a physical indexing, boxing, shelf-labelling, and location-mapping framework for the archiving room.
• Develop a user-friendly electronic database/master catalogue for tracking checked-out files, storage locations, and file metadata.
• Draft standard policy guidelines and a Retention & Disposal Schedule for long-term archiving room governance.
• Conduct    training    sessions    for    staff    on    archiving    protocols,    file check-in/check-out procedures, and electronic catalogue searching.
   

Qualifications and Experience: 

Education:  

• Completed Secondary Level Education required.
• A Bachelor's degree or Diploma in Archival Studies, Library Science, Secretarial Studies, Business Administration, or related fields is highly preferred.
   

Knowledge and Experience: 

• Two years of professional experience in setting up physical archiving systems and records management frameworks.
• Proven experience in organizing physical archiving spaces, creating filing databases, and establishing retention schedules.
• Expert with digital archival software or advanced database management systems, document classification systems, electronic indexing, and Document Management Systems (DMS).
• Ability to perform detailed file audits, check for missing documents, and prepare basic document retention and disposal logs.
• High attention to detail, strong organizational abilities, and discretion in handling confidential information.
  
   

Languages: 

• Proficiency in spoken and written English.

Required Competencies: 

Values:

• Exemplifying integrity, 
• Demonstrating commitment to UNFPA and the UN system, 
• Embracing cultural diversity, 
• Embracing change

Core Competencies: 

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

Compensation and Benefits:

This position offers an attractive remuneration package.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts. 

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.